121. Content Partnerships

Content partnerships assist with providing permanent public access to electronic U.S. Government information. Partners agree to provide storage capacity and user access without restrictions on re-dissemination. In the event the partner is no longer able to provide free, public access to this electronic information, the partnership requires the agency or library to transfer a copy of the content to GPO. GPO will then make the content available either through GPO Access or in cooperation with another partner.

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122. Service Partnerships

Service partnerships assist GPO to provide enhanced services to Federal depository libraries. These partnerships can focus on repurposing GPO provided information or on providing other services to depository libraries and the public. These services may provide assistance to librarians with administering their depository collections.

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123. Hybrid Partnerships

Hybrid partnerships are a mixture of content and service partnerships. For example, providing permanent public access to electronic U.S. Government information and also offering a service important to the administration of the FDLP collection.

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124. Basics (Self Study)

Module 1: The Basics Overview This section is designed for new depository coordinators, although coordinators who are familiar with the FDLP may also find this section helpful as a review of these basics. The majority of the module includes textual explanation of basic resources that all depository coordinators should be familiar with. Questions in this module are brief and point the coordinator to the appropriate referenced resource. You may wish to review the Top Ten List for New Depository Staff at http://www.fdlp.gov/repository/fall-dlc-meeting-arlington-va/top-10-list-for-new-depository-staff/details.html for background before starting this module. Finding Your Library’s Official Depository Library Number: Do you know your Federal Depository Library (FDL) number? Yes____ No____ If you need to identify your FDL number, an easy way to do this is to use the public view of the Federal Depository Library Directory at: http://catalog.gpo.gov/fdlpdir/login.jsp. FDL numbers start with four numbers, sometimes with one or more leading zeroes. They also may contain a letter on the end of the number. Ex. 0123C. A zero or zeroes and any letter is part of the depository library number. This number is necessary for your communication with GPO and often with other Federal depository libraries (FDLs). Please include your entire depository library number in all communication with GPO. Determining Your Library’s Designation Type and Year of Designation: Do you know your library’s designation type and year of designation as a Federal depository library? Yes _______ No________ If not, please review the following information. It is important for depository personnel to know the provisions under which their library entered the FDLP. Knowing this information will help you determine if your library follows a different set of depository rules (See Introduction). It also helps libraries plan for celebrations or anniversaries, and promote their materials as a longstanding valuable collection within the library. Libraries enter the FDLP through one of three ways: 1) Congressional designation 2) Senatorial designation 3) By-law status eligibility, which includes: a. State libraries b. Land grant institutions (including Native American Tribal Libraries) c. A highest appellate state court library d. Accredited law libraries e. Federal agency libraries f. Military service academies g. Federal independent agency libraries To determine how your library entered the program and your library’s designation type and date, refer to the public view of the Federal Depository Library Directory at: http://catalog.gpo.gov/fdlpdir/FDLPdir.jsp. Alternatively you can get more information under the library view of the FDLD which requires a log-in, available at: http://catalog.gpo.gov/fdlpdir/login.jsp. If you have your library number and internal password, log into the directory and pull up your library’s information. You will note that libraries fall into 11 categories used to help identify library types, but which are not related to how the library entered into the FDLP: Academic Libraries Public Libraries Academic law Libraries Community College Libraries Federal Agency Libraries State Libraries State Court Libraries Special Libraries Federal Court Libraries Military Service Academy Libraries Native American Tribal College Libraries Most libraries in the FDLP were designated by an elected official. Regardless of how a library entered the FDLP, by-law libraries and libraries designated by elected officials will find more information specified in the Directory’s “Type of Designation” field. The Federal Depository Library Directory shows the known “Year of Designation As A Depository Library”. If you have any questions about this year and do not have the designation papers in your library’s archives, please contact GPO through the askGPO service to inquire whether or not GPO has the paperwork. (See also Researching Your Library Designation Below and For Your Review, Communication With GPO.) If you are trying to research your library’s designation (e.g., acquire official paperwork to verify the date your library joined the FDLP), GPO has a few suggestions for you. 1) GPO maintains library Official Files. These official files contain important documents, Self-Studies, Inspection Reports, Biennial Survey responses, and more. In some cases GPO has designation paperwork; however records may be incomplete. The files are generally complete going back to the early 1960’s. Prior to that time period, however, GPO may or may not have paperwork for your library. If you would like GPO to check your library’s official file, please submit an askGPO question. 2) Check with your regional library to see if they have copies of the designation paperwork. 3) Check with your library’s archives, if available. It is possible that designation information is in collections of letters to library directors, library annual reports, etc. 4) Check with your institution’s archives. 5) If your library is designated by an elected official, check with the designating official’s papers, often located in state archives or state libraries. 6) Review local newspaper archives to determine if the designation was announced through a local newspaper. Determining Your Library’s Depository Type: Do you know which library is your regional library (if your library is not the regional)? Yes_______No_________ If not, go to the public view of the FDL Directory once again and search by “Depository Type” of “Regional Depository Libraries” and your state. Alternatively, click on the link “Find all Regional Libraries[k1] [AD2] .” Note that some states have more than one regional library, while others are served by another library in another state. If you cannot identify your regional library, use the askGPO service at http://gpo.custhelp.com to inquire about the situation. There are two main types of FDLs, selective and regional depositories. Selective depositories have the option of tailoring their collection to fit the needs of their library’s primary users as well as the general public. This is achieved by selecting suitable materials to receive from LSCM, by retaining materials for at least 5 years or substituting them with online equivalents, and by retaining materials beyond the required 5 years as appropriate. Two selective depositories may be designated within each congressional district, although at any given time there may be more than two in some districts because of redistricting. In addition, each U.S. Senator can designate two depositories in their state providing there is an opening in that Senator's class. Regional depositories have agreed to receive all publications made available to depositories and to retain those items in perpetuity (with some exceptions). U.S. Senators may designate libraries in their state as regional depositories. Each state may have two regional depositories, though most have only one and a few states and territories are served by regional depositories in neighboring states. In addition to selection and retention requirements, regional depositories serve as liaisons between the selective libraries in the state (or region) and LSCM. Regional depositories also provide consultation and training, coordinate regional planning, review selective library publication disposal lists, and offer other services to selective depositories in their regions. Finding Your Library’s Item Number Selection Profile: Are you aware of your library’s current item number selection profile? Yes _____ No _______ If not, use the Item Lister, available at: http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html, and enter in your FDL number. Is your library selecting the following item numbers? Yes _____ No _______ 0128-P 0556-C 1004-E Libraries in the FDLP select publications for their collections by selecting “item numbers”, instead of individual publications. The concept is similar to setting up a tailored standing order through commercial book suppliers, albeit with a slightly different approach. Item numbers are detailed in the “List of Classes of United States Government Publication Available for Selection by Depository Libraries”, available on the FDLP Desktop at http://www.access.gpo.gov/su_docs/fdlp/pubs/loc/index.html. Each item number covers a Federal agency and a similar group of publications being issued by that agency. For instance, annual reports of the Department of Agriculture are issued under the item number 0006. Any library wishing to receive the annual reports from this agency should select that item number. Other item numbers cover a set of publications that are similar to each other. For instance, “handbooks, manuals and guides” are often lumped together under one item number for individual agencies. When libraries select one item number, they will receive any publication issued under that item number and may not discard unwanted publications that were issued under it. The library’s selector should pay close attention to any format designations specified in the List of Classes. The following types of format designations can be found: (P) for paper, (MF) for microfiche, (E) for tangible electronic products like CD-ROMs or DVDs, and (EL) for online electronic format. If no format is specified in the item number entry, then publications may arrive under any format. Again, libraries must retain for the statutory period of 5 years any material received if they select its item number. There is no way to predetermine the frequency or volume of an item number’s distribution. The volume of material distributed relates to the volume of work being printed in the Federal government. To get a sense of the past volume of materials distributed under an item number, you can use the Catalog of US Government Publications (CGP) to search by the item number, and then sort the results by date. Alternatively you can use a non-GPO tool, Documents Data Miner 2 (DDM2), to enter item numbers in under Shelf Lists and URL Locator. CGP: http://catalog.gpo.gov/F DDM2: http://govdoc.wichita.edu/ddm2/gdocframes.asp Your library should be selecting all of these item numbers: 0128-P, 0556-C, and 1004-E. If you are not selecting these item numbers, please contact LSCM through one of the communication mechanisms listed later in this module. Item numbers 0556-C and 1004-E are used by GPO when the decision is made to distribute a title to all depository libraries. Item 1004-E is used for Congressional materials while 0556-C is used for materials from executive and judicial branch agencies and GPO and other legislative branch agencies. Item number 0128-P is for STAT-USA, a title on the FDLP Basic Collection. Access to STAT-USA is requested through an Account Validation Form. (See Module 2: Collection Development for more information on the FDLP Basic Collection.) Updating Your Library’s Directory Information [AD3] With GPO: Federal Depository Library Directory (FDLD) Is your library’s Federal Depository Library Directory entry current? Yes____ No This important aspect regarding communication is often overlooked. Please keep your library’s directory information up-to-date at: http://catalog.gpo.gov/fdlpdir/login.jsp, as this is how GPO identifies the depository’s director and depository coordinator and communicates with your library! It is also important information for the public to use to locate your library through GPO Access. There is a public interface at http://catalog.gpo.gov/fdlpdir/FDLPdir.jsp and a depository staff interface requiring a login at http://catalog.gpo.gov/fdlpdir/login.jsp. More information about the FDLD is available through the FDLP Desktop. To check and update the entry as appropriate, login at http://catalog.gpo.gov/fdlpdir/login.jsp. The password required is the library’s internal depository password. This password is case-sensitive. If you do not have the internal password, please use the askGPO service to request it. Some fields may only be updated by GPO personnel. Please contact GPO through the askGPO service to effect these changes. Signing Up To Receive Official [AD4] Communication From GPO: FDLP-L Is someone in your library subscribed to FDLP-L? Yes ____No______ If not, the designated coordinator or another library staff member must sign up. This is a requirement in the FDLP-L. In order to stay up-to-date with any important communication from GPO, the Federal depository library coordinator, and any other depository library personnel who are interested, should be subscribed to the low volume announcement service, FDLP-L. See: http://listserv.access.gpo.gov/ for more information. Select the “Online Mailing List Archives”, and then select “GPO-FDLP-L”. This service is used by GPO to make official announcements important for every Federal depository library. Obtaining Your Depository Library Passwords: Do you know all of your library’s depository library passwords? Yes _____ No______ If not, please review the information below and request any password you do not have. All depository coordinators should be familiar with the library’s depository passwords. If you do not have a record of these passwords at your library, please contact GPO through askGPO. Please note that LSCM may only provide password information to the library’s director or designated depository coordinator and must verify the official status of a director or coordinator through the FDLD, a library’s Web pages, or other means before sharing confidential passwords with library personnel. There are 3 types of passwords. Internal Passwords are issued to FDLs to manage their item selection profile and Federal Depository Library Directory entry, submit Biennial Survey responses, and complete other official FDL responsibilities. To find out your internal password, submit a question to askGPO. Z39.50 Password is used if your library used the Z39.50 portal to copy catalog bibliographic records from the CGP. See: http://www.fdlp.gov/z3950/faqs/index.html. To find out your password, log into the FDL Directory and view your library’s entry. Database or Agency Passwords are not maintained by GPO, but instead are managed by the agency that runs the databases. These databases are provided to FDLs but are normally only available for a fee. Libraries must select the appropriate corresponding item number for the database. Databases that fall into this category [as of 9/2008] include: DARTS (NTIS), National Climatic Data Center Online Document Library, STAT-USA/Internet and USA Trade Online, and the Homeland Security Digital Library (HSDL). To identify your library’s password, instructions must be followed for each agency. See: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad1_2_1508.html#13 for most databases, and http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad5-6-1508.html#9 for HSDL information. Determining compliance with selected legal requirements: Federal Depository Libraries agree to follow the rules and requirements stated in 44 U.S.C. § 19. Each FDL must submit the Biennial Survey of Depository Libraries in a timely manner. Were you aware that your library is required by law to fill out and submit the Biennial Survey of Depository Libraries? Yes____ No_____ If not, watch for upcoming surveys to be announced. For more information, including past Biennial Survey electronic submissions from your library that may be useful background information to use in preparation for the next Survey, please see the Biennial Survey section on the FDLP Desktop. Each FDL must have and maintain 10,000 books (other than depository publications) in the library’s collection in order to be designated. Does your library’s collection have 10,000 books? Yes____ No_____ If not, determine the number of books needed to achieve this minimum and acquire the needed publications. For review of other legal requirements relating to free, public access and proper depository collection maintenance and disposition, see other Self-Study modules. Research - Local Resources Useful for Learning About Your Collection: If you are new to working with depository materials, there are several local resources you can use to help you get a sense of your collection. GPO recommends that track down any or all of the following that are available to you. Review these materials to determine whether the depository operation is in compliance with FDLP rules and requirements. Biennial Survey of Depository Libraries Each library’s Survey submission should be retained by each depository library and passed on to successive depository staff members. The Superintendent of Documents, under the direction of the Public Printer, is responsible for taking the Biennial Survey of Depository Libraries, required by 44 U.S.C. § 1909. The Biennial Survey provides GPO with important information concerning the conditions of both individual depository libraries and the depository library program as a whole. This data is used to administer the program and to assist in the assessments of the conditions and services of depository libraries. Electronic submissions from 2003 – forward may be located on the FDLP Desktop. If you are unable to locate copies of earlier Surveys, please contact your regional librarian or use askGPO to inquire about records that are available in GPO’s files. Individual library assessment reports: GPO investigates individual library conditions as required by 44 U.S.C. §1909. These are valuable sources of historical information of the depository operation at your library. Currently, GPO is starting a Public Access Assessment (PAA) program and very few libraries have PAA reports. Almost all libraries should have older inspection reports. Some libraries will also have the earlier Self-Study report and GPO’s evaluation of the report. If you are unable to locate these reports, please contact your regional librarian, which should have copies, or contact GPO through askGPO. Departmental annual or other reports covering your depository operations: Review these reports for information about the depository operation, including staffing, the budget, circulation statistics, outreach and promotional efforts performed, and more. Statistical reports covering your depository operations: It is helpful to know what types of statistical data was collected by your library in the past, so you know what is important to report on in the future. It may be useful to have benchmark statistical data to evaluate your present operations. Library or depository policies Policies and procedures that should be in place at your library, according to the Federal Depository Library Handbook: o Access policy o Collection development policy o Technical services processing manual (incl. cataloging) o Collection maintenance policy or procedures (incl. binding and publication replacement) o Internet use policy o Public service guidelines for government information in electronic formats Other policies useful to the depository operation: o State plan, if any o Conduct or user behavior policy o Preservation policy o Disaster recovery policy o Circulation policy o Reference policy o Promotion policy The following are suggestions related to policies: § Written policies and procedures covering the depository operation may be specific to the depository or part of larger library-wide policies or procedures. Many of the separate library policy and procedures listed above may be incorporated into a larger policy or procedures document as well. § GPO encourages each depository library to disseminate policies and procedures, as appropriate, through their Web site, to advise library users on what level of service to expect. § Depository personnel are encouraged to review non-depository library policies and procedures to ensure that the information therein is in accordance with FDLP requirements and the library’s depository policies and procedures. § Stay up-to-date with information in the FDLP about library policies through the FDLP Desktop, Administrative Notes, FDLP-L, and email discussion lists. § Sample policies may be found at the ALA Government Documents Round Table Government Information Clearinghouse and Handout Exchange at http://wikis.ala.org/godort/index.php/Exchange. Selective housing agreements, if any. Determine if your library has any official selective housing sites. Libraries may selectively house publications at other libraries or locations. An official agreement is needed if the other housing site(s) are not under the administrative control of the designated depository library. If your library has official agreements, review these for currency. Visit the selective housing site(s) to determine if the content of the agreement is still current. Some have expiration dates and must be updated, even if the other content is still current. If your library selectively houses publications at locations not under the administrative control of the designated depository library director and a selective housing site agreement has not been established, either bring back all of the selectively housed publications or establish an official agreement. A template for establishment of this agreement is in the Federal Depository Library Handbook, Appendix D through http://www.fdlp.gov/handbook/index.html. Official GPO Partnership agreements, if any. Libraries participating in the FDLP are part of a large network of libraries spread across the country. Some libraries are able to further strengthen their ties to the community by forming official partnerships with GPO. These agreements have specific direction for each partnership. For more information, see Partnerships information on the FDLP Desktop. There are 3 types of official partnerships: o Content Partnerships which partner to permanently provide online access depository content. o Service Partnerships which partner to provide services specifically to meet a service need amongst FDLs and GPO. o Hybrid Partnerships which partner to do a little of both. For Your Review, Communication with GPO: In order to better answer any questions you may have for GPO about the FDLP program requirements, situations in libraries, etc, GPO has created tools for your use. askGPO is a portal where you may ask questions even if you don’t know the appropriate person or GPO unit to ask. It is available at: http://gpo.custhelp.com/. You will be asked to select a subject category for your question. For any depository management question, please select the “Federal depository libraries” category and the appropriate sub-category, if any. This way, the questions will be successfully routed within LSCM, and you will get a more timely response. You may also use the GPO Knowledge Base by clicking on the Answers tab at askGPO. It is also available at http://www.gpoaccess.gov/help/index.html. The Knowledge Base includes answers to many frequently asked questions. Another resource to use when asking questions is the LSCM Contact Form available at: http://www.fdlp.gov/contacts/index.html. This resource is best used when you have a specific issue and you know who the appropriate contact is within LSCM. The form includes a list of the directors and managers within Library Services & Content Management with their phone and email contact information. Please do not use this form for general inquiries. Subject matter experts are available through the askGPO service to handle your questions in a timely manner. You may also request direct GPO personnel participation through the Request for GPO Participation Form at http://www.fdlp.gov/events/rfp.html for activities such as: GPO representative attendance at a library promotional event, e.g., celebration of a major anniversary of the depository’s designation; Onsite consultation about your individual library’s depository management activities through a visit or an official library assessment; and Videoconference or teleconference with GPO personnel on various topics for your state or region’s meeting of all Federal depository library personnel. Types of questions GPO is able to answer involve questions about publication classification (call numbers), cataloging, your depository shipment boxes, using GPO’s online resources like GPO Access and the Catalog of U.S. Government Publications (CGP), how to apply FDLP requirements in your individual library’s situation, etc. Keep in mind that GPO does not maintain a library collection and is therefore unable to answer reference questions. Background - About Library Services & Content Management (LSCM): A brief overview of LSCM follows: The Executive Leadership Team (http://www.gpo.gov/management/index.html) for GPO is composed of executive-level managers charged with guiding the federal agency. The team consists of the Public Printer of the United States, the Deputy Public Printer of the United States, the Superintendent of Documents, and the Director, Library Services and Content Management. The Public Printer, with the approval of the Joint Committee on Printing, is responsible for implementation of the Federal Depository Library Program. Additionally, the Public Printer designates certain types of depository libraries as detailed in the Designation Handbook for Federal Depository Libraries (http://www.fdlp.gov/home/about/designate-a-library.htmll). The Superintendent of Documents, appointed by the Public Printer, oversees the policy creation and operations of the FDLP through the LSCM business unit. LSCM staff acquire, catalog, organize, and disseminate U.S. government publications to the FDLP. Additionally, the Superintendent of Documents designates some types of depository libraries and oversees the GPO sales program. Library Services & Content Management: LSCM manages the Federal Depository Library Program to ensure equitable, secure, convenient, and permanent public access to Government information. It oversees the development of processes and standards to ensure past, present, and future Government publications are included in the GPO Digital Publication Content system. Units within LSCM: · Library Planning & Development: Library Planning and Development (LPD) plans, evaluates, designs, and implements new GPO programs and projects for the Federal Depository Library Program (FDLP). LPD determines the scope, content, and objectives of specific tasks for new and existing initiatives for tangible, electronic, and Web collections within Library Services and Content Management (LS&CM). Departments within this unit include: § Content Management § Library Services § Web Content · Library Technical Information Services: Library Technical Information Services (LTIS) identifies and acquires Federal government information. It maintains the Superintendent of Document (SOD) classification system and the ILS/OPAC. The unit also provides cataloging for electronic, Web and traditional paper publications. Departments within this unit include: § Bibliographic Control § Content Acquisitions § Library Technical Services Support · Collection Management & Preservation: Collection Management and Preservation (CMP) is responsible for delivery of tangible publications to depository libraries, developing and holding conferences and seminars to assist in continuing education for our library partners, development or support of depository management educational resources, consultation with depository libraries about depository management , and organization and management of the physical and electronic collections of Federal depository library material. Departments within this unit include: § Archival Management § Depository Distribution § Education & Outreach For Your Review, General Resources: Read these basic publications of the FDLP and separate FDLP policies to learn about the FDLP rules and regulations of a Federal depository library. Administrative Notes, Newsletter of the Federal Depository Library Program: http://www.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html Catalog of U.S. Government Publications: http://catalog.gpo.gov/F Depository Library Public Service Guidelines for Government Information in Electronic Formats: www.access.gpo.gov/su_docs/fdlp/mgt/pseguide.html FDLP Desktop: http://www.fdlp.gov/ FDLP Internet Use Policy Guidelines: www.access.gpo.gov/su_docs/fdlp/mgt/iupolicy.html Federal Depository Library Handbook: http://www.fdlp.gov/handbook/index.html GPO Cataloging Guidelines: http://www.access.gpo.gov/su_docs/fdlp/cip/gpocatgu.pdf List of Classes: http://www.access.gpo.gov/su_docs/fdlp/pubs/loc/index.html Substituting Electronic for Tangible Versions of Depository Publications: http://www.fdlp.gov/subguide.html Title 44 U.S.C. § 19: http://www.access.gpo.gov/uscode/title44/chapter19_.html Other GPO Resources Referenced In This Module AskGPO: http://gpo.custhelp.com Designation Handbook for Federal Depository Libraries: http://www.fdlp.gov/home/about/designate-a-library.html Documents Data Miner 2: http://govdoc.wichita.edu/ddm2/gdocframes.asp FAQ about Z39.50: http://www.fdlp.gov/z3950/faqs/index.html FDLP-L: http://listserv.access.gpo.gov/ Federal Depository Library Directory (public view): http://catalog.gpo.gov/fdlpdir/FDLPdir.jsp Federal Depository Library Directory (depository login view): http://catalog.gpo.gov/fdlpdir/login.jsp Item Lister: http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html LSCM Contact Form: http://www.fdlp.gov/contacts/index.html Request for GPO Participation Form: http://www.fdlp.gov/events/rfp.html STAT-USA Internet Access Validation Form: http://www.access.gpo.gov/su_docs/fdlp/coll-dev/statusar.pdf Top Ten List For New Depository Staff: http://www.fdlp.gov/repository/fall-dlc-meeting-arlington-va/top-10-list-for-new-depository-staff/details.html

Wednesday, 12 November 2008

125. Cooperative Efforts (Self Study)

Module 7 - Cooperative Efforts Overview In this section, describe how the library works with GPO and other depository libraries to ensure the effective functioning of the Federal Depository Library Program. How your library chooses to address the questions within this module continues to be a local determination, so there may be several different but perfectly acceptable answers to the same question. Guidance for evaluating your own responses is highlighted within various sections and also summarized at the end of the module. The questions address situations at many libraries; however, there may be additional or unique cooperative effort situations at your library that you are encouraged to consider in your overall review of the topics covered in the module. Additional questions specific to regional depository libraries may be found in Module 8: Regional Services. FDLP Resources to Review FDLH chapter 11 Collaborative Efforts This chapter focuses primarily on official GPO-library partnership opportunities but also discusses traditional cooperative efforts, which include many FDLP requirements. "The FDLP is a system of collaborating libraries dedicated to public access to and services in their use of Federal Government information resources; depository libraries are expected to cooperate with LSCM, their regional library, and neighboring depositories." (FDLH, page 11-1) Library Resources to Gather and Review Regional library's depository publication disposal policy or procedures ILL or other resource sharing policies for primary users and non-primary users Recent communications on listservs with your regional, with libraries within your region... Note any ongoing depository-specific projects, such as: contributions to state plans, Browse Topics, digitization initiatives, or union lists; participation in official FDLP partnerships; etc. Questions Communication/Cooperation with GPO: Did the library submit the latest Biennial Survey of Depository Libraries in a timely manner? Yes________No_________ Do you have a copy of the library's latest Biennial Survey submission? Yes________No_________ Note: Previous library submissions are located on the FDLP Desktop. Reviewing your library's data may help you prepare to complete the next Survey. Note: Each Federal depository library must complete the Biennial Survey of Depository Libraries. This is a legal requirement. Is your library's Federal Depository Library Directory entry current and complete? Yes________No_________ Is there a designated official depository coordinator? Yes________No_________ If the depository coordinator position is currently vacant, is there an interim or temporary individual's name listed in the Directory to ensure continued contact with GPO? Yes________No_________ Has the library participated in a Public Access Assessment? Yes________No_________ If not, have you read Focus on Access, Collections, Service and Cooperative Efforts to become familiar with the areas GPO uses in an individual library assessment? Yes________No_________ Does the library have any outstanding requests for information, a letter, or other documentation from GPO? Yes________No_________ Note: If yes, please contact GPO to discuss the issues. Has the library assisted or volunteered to help GPO with special projects recently? Yes _____ No _____ If yes, describe: Is the library partnering with GPO in an official partnership? Yes _____ No ______ Individual library's program administration: How does the depository staff stay knowledgeable of GPO's current requirements and guidelines? For example, do you learn information through FDLP-L? Have you registered and regularly use the FDLP Desktop? Have you read or reviewed the Federal Depository Library Handbook, etc... ?. Describe: Is Adminstration Notes Technical Supplement (ANTS) routed or reviewed online or are vendor record loads used to identify catalog or other bibliographic record changes? Yes________No_________ Are these changes routinely made? Yes________No_________ Is the depository coordinator or at least one person in the library subscribed to FDLP-L? Yes________No_________ Note any cooperation through and level of participation in electronic discussion lists (e.g., state discussion groups, GOVDOC-L, MAPS-L, LAW-LIB, FEDREF-L, REGIONAL-L, DOCTECH-L, etc.). Describe: If a problem/question arises with depository operations or depository receipts, who is consulted and by what means (e.g., askGPO, Regional librarian, GPO staff, GOVDOC-L, state electronic discussion group)? Describe: Are you aware of all of the above options? Yes________No_________ Note: If not, research how to make contact. Note: GPO provides answers to many frequently asked questions and is striving to develop more ways for you to easily identify answers to these types of questions. If you find that you are asking a question that your colleagues are also asking (and you know this because of your involvement in the community through cooperative efforts), GPO would appreciate notification. We encourage you to submit comments through askGPO. Regional/selection cooperation (for selective depositories): Describe your library's cooperation with the Regional library. Does the library follow the regional library's direction for proper discards of depository publications? Yes________No_________ If the state or region has a state plan, does the library follow the state plan? Yes________No_________n/a__________ Does the library participate in regional library * communication mechanisms (e.g., discussion lists) Yes___________No_________n/a as the regional doesn't offer these_________ * training events Yes___________No_________n/a as the regional doesn't offer these__________ * Informational meetings Yes___________No_________n/a as the regional doesn't offer these__________ Additional local, regional, national, and other cooperation: Describe the library's cooperative efforts with other depositories on the local, state, national, Internet, or other level. Describe how your library most often communicates with other depository librarians (e.g., meetings, GOVDOC-L, email, state electronic discussion group, phone, chat, blog, wiki, FDLP Desktop community forum): Is there a local documents group (give group names, acronyms, frequency of meetings, name of newsletter, blog, wiki, level of participation, if any)? Describe: What consortia does the library participate in? Names: Are there other Federal depository libraries in the network and how does one identify the depository resources at these libraries (i.e., are they cataloged or does one contact the other library's staff to ask them to check their collections for a depository publication)? Are the library's depository resources made available to the other libraries in the network? How? Describe: Does the library borrow documents (ILL) from other libraries for library users? Yes _____ No _____ Do depository staff assist members of the general public or non-primary patrons in borrowing documents from a Regional or another library by: * Doing ILL transactions for general public or non-primary patrons? Yes _____ No _____ * Giving citation information for another library to complete an ILL? Yes _____ No _____ * Are general staff aware of the ILL policy for general public patrons? Does the library lend depository documents if requested? Primary Users General public or non-primary users Yes No Yes No Print (originals) Photocopies Microfiche (originals) Microfiche (duplications made by the owning library) CD-ROMs & DVDs Describe any exceptions: Does your state or region participate cooperatively in: Yes No Shared catalog systems Weeding and withdrawal initiatives Region-wide collection development policies Shared reference services Staff training Promotional activities Describe library activities that exhibit cooperative efforts (e.g., participation in official service partnerships such as Government Information Online, cooperative instruction or training efforts to non-depository libraries, etc.): Describe any other cooperative activities that individual library staff in the library have accomplished (e.g., published an article about the FDLP, developed or maintain a Web site or other resource that assists others in the FDLP, presented at a GPO or other conference about U.S. Government information resources or information dissemination trends, etc.): Track Progress Identify the areas of your library where cooperative efforts may be improved or enhanced. If you were unable to indicate that the library participates in the activities listed above, this is an area that may be targeted for improvement. If you are unaware of the mechanisms used in your local area or state or region for various cooperative activities, research what established mechanisms are already in place. The regional library staff should be able to help identify these. Recommendations for Further Cooperative Efforts One easy way to enhance cooperative efforts is to include depository resources in established local or regional cooperative efforts. If depository resources are not typically reviewed for possible interlibrary loan, consider making them available. Document information about the resources for the library staff conducting interlibrary loans or other resource sharing and assist them in locating resources in the collection. If a local discussion list between depository libraries in an area does not yet exist or the coordinators in the area have not met in more than a year's time, consider setting up a list or host a meeting. This may take minimal effort and may reap big rewards by opening up new lines of communication. Also, advertise your successful cooperative efforts (e.g., disseminate a cooperative collection development policy to the national depository community or request to give a presentation about successful cooperative promotional activities at a conference) to spread the word nationally.

Monday, 24 November 2008

126. What are some of the requirements of a FDLP Partnership?

While each partnership is different, the purpose of these partnerships remains the same, to provide enhanced access to U.S. Government information. Therefore, the following points are important considerations when thinking about entering into a partnership. Access: The purpose of the partnership is to provide the public with unrestricted, no-fee access to specific Government electronic information products or services. Fail Safe Mechanism: GPO will agree to receive custody of data and software in the event that the partner is no longer able to support permanent public access. No Restrictions on Reuse: It is critical that the partner(s) impose no restrictions on re-dissemination, which impedes the public's ability to use the information. Locators and Bibliographic Control: Through GPO Access and the Catalog of United States Government Publications, GPO will provide pointers and bibliographic access to products and services held by the partner. Ownership: The partner(s) must recognize that the content of the U.S. Government information products covered by the partnership is in the public domain, and that a copy of any software developed as an integral part of the product must accompany the content if the product is transferred back to GPO. It is recognized, however, that the partner retains the intellectual property rights associated with any value-added software the partner develops for the project. Performance Measures: The partnership should specify performance measures for the number of simultaneous users, the percentage of time that the service must be available, or other performance measures that are appropriate and mutually agreed upon. Security: Some partnerships may require that system security issues, such as providing adequate back-up procedures and firewalls, be addressed. Consultation: It is critical in any partnership to keep the lines of communication open. The agreement should provide for regular consultation among the partners on a number of issues such as utilization rates, operational details, or any significant alterations in the way in which the collection is organized or accessed. Publicizing the Partnership: Both GPO and the partner(s) will promote the partnership.

Monday, 20 August 2007 | 2 hits

127. How are new partnerships proposed?

Partnerships can be initiated in two ways. GPO may contact libraries and Federal agencies to inquire about partnering on a project. Libraries and Federal agencies may contact GPO to indicate a desire to form a partnership. To begin discussing a potential partnership, please contact the FDLP partnership coordinator. Following initial discussions about a potential partnership, GPO may ask the interested institution to complete the Partnership Proposal Form. This form will provide GPO with detailed information about the potential partnership that will be used when evaluating GPO’s ability to participate in the project. Partnership Proposal Form 86.77 Kb

Monday, 20 August 2007 | 1 hit

128. What are the benefits of being a FDLP Partner?

Benefits to participating in a partnership include: Making a contribution to the depository library community. Strengthening GPO’s outreach and collection use by contributing additional staff time, expertise, and server space. National recognition of your institution as a leader in the depository library community. Answer a need of the general public by creating a resource and linking from GPO’s nationally recognized Web pages. Involvement in a project that has direct impact upon citizens’ access and use of government information.

Monday, 20 August 2007 | 1 hit

129. Who is eligible to become a FDLP Partner?

An institution that has a project, resource, or service that would benefit the depository library community as whole may be eligible to form a partnership with GPO. Partner institutions may include individual depository libraries, library consortia, or other institutions, such as Federal agencies. Partnerships may include more than two parties.

Monday, 18 June 2007 | 1 hit

130. Preface

The Federal Depository Library Handbook (Handbook), describes requirements of Federal depository libraries, both legal and those prescribed by the Government Printing Office (GPO). Additionally the Handbook provides guidance to libraries on how they can meet the requirements of the Federal Depository Library Program (FDLP). This information was previously found in two publications. Instructions to Depository Libraries contained the FDLP requirements while practical guidance for carrying out FDLP operations was in the Federal Depository Library Manual and its supplements. The Instructions and Manual are superseded by the Handbook. In accepting the privilege of Federal depository status for their libraries, directors agreed to abide by all the laws and requirements governing officially designated depository libraries. Recognizing this, chapter 2 of the Handbook outlines the legal requirements and each chapter of the Handbook includes a section for library administrators. These sections are also consolidated in Appendix C. Depository coordinators MUST ensure that all personnel involved in any aspect of depository operations are aware of the obligations of depository libraries and of the importance of the Handbook. Depository staff should review the Handbook on a regular basis and any questions can be directed to askGPO. The first edition of the Handbook was published in October 2007. The Handbook is an online living publication and will be updated as needed. Depository personnel are welcome to offer revisions. All suggestions will be reviewed, and the library community will be notified of changes in content.

Wednesday, 03 December 2008 | 1 hit

131. Acknowledgements

The Library Services & Content Management (LSCM) Business unit of GPO established teams of volunteers from the depository library community to draft chapters of the Federal Depository Library (FDL) Handbook. The volunteers included representatives from the Depository Library Council, regional libraries, selective libraries, and LSCM. The volunteers were charged with: consolidating the Instructions and Manual into one document; updating and refreshing content; adding more information on the electronic environment; documenting good practices and lessons learned; and aligning the Handbook with GPO's Strategic Vision (December 2004) LSCM wishes to acknowledge the contributions of the following individuals for their hard work on the various chapters. Sarah Anderson Lynn Artabane Mary Alice Baish Marcia Baker Dan Barkley Steve Beleu Angela Bonnell Barbara Bren Carrie Brunsberg Tim Byrne Ian Campbell Hui Hua Chua David Cismowski Jan Comfort Ashley Ecklund Dahlen Jon Darby Helane Davis Jane DeBellis Carlos Diaz Kathy Edwards Lisa Ennis Susan Field Janet Fisher Michael Fry Sarah R. Gerwitz Susan J. Golding Kathy Hale Yan Han Herrick Heitman Stephen Henson Deb Hollens Sarah Holmes Chris Hudson Linda Johnson Cheryl Lubow Rhonda J. Marker Greta Marlatt Sarah Maximiek Sandra McAninch Cheryl McCoy Jackie McFadden Michele McKnelly Joan Moffson Adele Morris Andrea M. Morrison T. Pashkova Karrie Peterson Rebecca R. Pressman Maureen Quinlan Atifa Rawan Kim Ricker Sandy Rizzo Tom Rohrig Marianne Ryan Ann Marie Sanders Laura Sare Suzanne Sears Gwen Sinclair Geoffrey Swindells Heather Tompkins David Vidor Paula Vincent Marilyn Von Seggern Julia Wallace Jeff Wilhite Anne Wooden Grace York Annie Young

Wednesday, 03 December 2008 | 1 hit

132. Introduction

The Federal Depository Library Program (FDLP) traces its roots to 1813 when Congress passed a joint resolution which directed copies of the House and Senate Journals, and other publications, be printed and distributed to certain libraries and institutions outside of the Federal Government. Congress took this action to ensure that the American public has access to its Government’s information. From this small beginning, the FDLP has grown into a system of over 1,250 libraries of all sizes, a variety of types, and located in the 50 states and the territories of the United States. Depository libraries have supported the public’s right to Federal Government information by collecting, organizing, and preserving it, and by providing assistance to library users for more than 145 years. The FDLP is based upon these three principles: Federal Government information products within scope of the FDLP shall be made available to Federal depository libraries; Federal depository libraries shall be located in each State and U.S. Congressional District to make Government information products more widely available; and Federal Government information in all media shall be available for the free use by the general public. Materials received by depository libraries on deposit from the Government Printing Office (GPO) remain the property of the U.S. Government. Libraries become the custodians of these resources; Federal property is entrusted to their care. Certain legal obligations come with being a depository library and with the stewardship of Federal property. These obligations fall into the broad categories of access, maintenance of collections, and service. Since these categories apply to almost every aspect of depository operations, the Federal Depository Library Handbook provides requirements and offers practical guidance in these broad categories. The Handbook was devised to inform depository staff of, and to help them understand, the FDLP requirements found in Title 44, United States Code, chapter 19 and those prescribed by the GPO. Further, the Handbook provides guidance to libraries on how they can meet their FDLP obligations. Legal requirements are those found in public laws. Mandatory responsibilities are not legal requirements but those responsibilities that LSCM has identified for program compliance. Unless otherwise stated, all depository library staff must be familiar with and conform to the legal and program requirements set forth in this Handbook. Statements containing the terms are required to, must, shall, or mandated, reflect legal and program requirements and appear in bold with yellow highlight. Statements containing the words "encouraged", "may", "should", "could", or "can", are not requirements; they provide guidance and are merely suggestions.

Wednesday, 03 December 2008 | 4 hits

133. How to Interpret the Federal Depository Library Handbook

The Federal Depository Library (FDL) Handbook supersedes the Instructions to Depository Libraries (http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/index.html) and the Federal Depository Library Manual (http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/index.html) with its four supplements. The Handbook serves as a one stop shop for legal requirements, Federal Depository Library Program requirements (Program), guidance and best practices. When using this Handbook, it helps to understand the following: The FDL Handbook provides legal requirements in two ways. First, a compilation of the statutory mandates for both selective and regional depository libraries from chapter 19 of Title 44 is available in chapter two. Second, the legal requirements are also stated on each chapter represented by words such as “must,” “shall,” “mandated,” “need,” “required” or a variation thereof. To emphasize these legal requirements, the sentence in which these words appear, has been bolded in black with a yellow background. The FDL Handbook also provides Program requirements. These are the mandatory requirements of the program that provide actions that assist depositories in meeting their legal mandates. They are requirements that originated at the GPO. Program requirements appear in each chapter and they are stated using words such as “must,” “shall,” “mandated,” need,” “required” or a variation thereof. To emphasize these program requirements, the sentence in which these words appear, has been bolded in black with a yellow background. To further help users to identify legal and program requirements, the following statement appears as a header on the top of each page of the Handbook: “Text highlighted in yellow refers to legal and/or program requirements for depository libraries.” In writing the Handbook, the volunteer teams from the depository community, were instructed to build flexibility into the Federal Depository Library Program (FDLP) through the recognition of the professional judgments made every day by depository coordinators. This is evident in the best practices offered in each chapter which appear in sentences using the words, “strong encouraged”, “should,” “may,” “encouraged” and variations thereof. They also appear in the section entitled, “Tips, Practical Advice, and Lessons Learned” found at the end of each chapter. Depository coordinators are strongly encouraged to use these practices and/or tips in their depositories when it makes sense to do so. To help depository coordinators point to the most important aspects of depository operations for busy library administrators, a section is offered at the end of each chapter entitled, “Important for Library Administrators.” Each chapter has a section entitled, “Did you realize that You Don’t Have To…?”. This section highlights those depository operations that were once requirements or have been perceived over time as requirements, but are not mandates. The section entitled, “What’s New or Important” reflects those issues which are new or important since some issues are not new, but they remain important to the FDLP. Hyperlinks appear in each chapter to take the user to more information about the subject. To help users locate information more readily, customized bookmarks have been created. The FDL Handbook will be revised and updated periodically. Any questions about interpretation should be submitted to askGPO. Please select the category Federal Depository Libraries, sub-category Federal Depository Library Handbook.

Wednesday, 03 December 2008 | 2 hits

134. Chapter 1: LSCM Organization

Describes GPO's organizational structure and askGPO, explains how to obtain assistance from LSCM, and encourages depository staff to keep current with the Federal Depository Library Program (FDLP) 1.1 What's New or Important Your first point of contact with U.S. Government Printing Office (GPO) should be through askGPO. The Knowledge Base, a part of askGPO, is a great first stop when seeking an answer to your question about the Federal Depository Library Program (FDLP). There is a special category in the Knowledge Base that contains questions and answers about Federal depository libraries. You should become familiar with GPO's new organizational structure and understand the role of the executive leadership team. 1.2 GPO's Organizational Structure The Executive Leadership Team for GPO is composed of executive-level managers charged with guiding the federal agency. The team consists of the Public Printer of the United States, the Deputy Public Printer of the United States, the Superintendent of Documents, and the Director, Library Services and Content Management. The Public Printer, with the approval of the Joint Committee on Printing, is responsible for implementation of the Federal Depository Library Program. Additionally, the Public Printer designates certain types of depository libraries as detailed in the Designation Handbook for Federal Depository Libraries. Robert C. Tapella, Public Printer of the United States serves as the Chief Executive Officer of the U.S. Government Printing Office.     The Superintendent of Documents, appointed by the Public Printer, oversees the policy creation and operations of the FDLP through the LSCM business unit. LSCM staff acquire, catalog, organize, and disseminate U.S. government publications to the FDLP. Additionally, the Superintendent of Documents designates some types of depository libraries and oversees the GPO sales program. Richard G. Davis, Acting Superintendent of Documents serves as the acting Superintendent of Documents as well as the Director, LSCM. Within Library Services and Content Management, the Director of LSCM is responsible for the staff supporting the FDLP. In an effort to provide improved, consistent communication with the community, LSCM issued SOD 305 Policy Statement, "Subject: Use of Electronic Postings to Communicate Administrative Information and Announcements to the Federal Depository Community and Others." This policy establishes conditions under which postings via various electronic communication mechanisms are used to communicate administrative information and announcements to Federal depository library staff and others with an interest in GPO's Library Services and Content Management programs. 1.3 About askGPO askGPO is a customer relationship management (CRM) and online help system used by LSCM. This is your first point of contact with LSCM and it has several components: the Knowledge Base contains previously submitted questions with answers that can be searched or browsed; the Ask a Question feature allows you to submit new questions for LSCM staff to answer; the My Account area provides specific information for each end-user of the system; and the component that helps internal staff to manage and maintain the other CRM components. To connect you to high quality information, a searchable online Knowledge Base was created from frequently asked questions organized by subject categories. Choose the subject category, "Federal Depository Libraries", and then with one of the multiple subcategories such as Natural Disasters, Acquisitions, Cataloging, Classification, Depository Designation Status, Depository Management, or Distribution. To view all of the categories and subcategories, click here. Your questions may be submitted to GPO using the "Ask a Question" tab on this Web form. askGPO automatically routes your question to the appropriate subject matter expert and strives to provide an answer within 24 hours. 1.4 How to Obtain Assistance You may obtain assistance from LSCM in four major ways: Remember your first point of contact is always through askGPO using the Ask a Question, a component of the CRM. You may also telephone LSCM. Our telephone hours are: 7:00 a.m. - 8:00 p.m. EST, Monday through Friday (except Federal holidays) at: DC metro area (202) 512-1800 Toll-free (866) 512-1800 You may want to fax letters and other documentation to us. Our Fax number is (202) 512-2104. You may send regular mail to us at the following mailing address: U.S. Government Printing Office Mail Stop: IDCC 732 N. Capitol Street, NW Washington, DC 20401 The FDLP Desktop includes a Library Services & Content Management Director Contact form which can be used for contacting the Directors. Please do not use this form for general inquiries. Don't forget that you may also obtain support and assistance with depository operations and management from Regional depository libraries. The principal responsibility of a regional depository library is to ensure the comprehensiveness and integrity of Federal depository resources in the state or region. To learn more about Regional Services, see chapter 12 in this Handbook. 1.5 Keeping Current with the FDLP At least one staff member in the depository library should subscribe to the FDLP Desktop News and Updates RSS feed. 1.6 Tips, Practical Advice, and Lessons Learned Use the Knowledge Base. As part of askGPO, it has a wealth of information on a variety of topics. Frequently asked questions and answers are organized under subject categories and subcategories. Federal Depository Libraries may be one of the first categories you search. Typical questions found in its subcategories are: Natural Disaster questions (When should I stop depository shipments?) Acquisitions (Will this document be distributed to depository libraries?) Cataloging (Is this item cataloged?) Classification (Is this the right SuDoc number?) Depository Designation Status (Can my library become a depository?) Depository Management (Can I obtain assistance with the biennial survey or annual selection updates?) Digitization (What is the registry of digitization projects?) Distribution/Shipments (How can I get assistance with a claim?) 1.7 Did you realize that you don't have to .... ? Understand the entire LSCM organizational structure in order to obtain assistance from the various departments and individuals that support the FDLP. Simply call or e-mail askGPO, and your question will be routed to the appropriate subject matter expert. LSCM staff strives to provide an answer within 24 hours. Others might have similar questions, so your question and our answer may end up in the Knowledge Base to benefit the entire depository community! 1.8 Important for Library Administrators The FDLP Desktop gathers important announcements of interest to the FDLP community. askGPO is LSCM's customer relationship management and online help system. You are encouraged to use it as your first point of contact with LSCM.

Thursday, 09 October 2008 | 1 hit

135. Chapter 2: Legal Requirements

Highlights the legal requirements of your Federal depository library as outlined in Chapter 19 of Title 44 USC 2.1 What's New or Important Legal Requirements is a chapter not previously found in the Instructions to Depository Libraries or the Federal Depository Library Manual. This section brings conveniently to one location the statutory mandates of both selective and regional Federal depository libraries from Chapter 19 of Title 44. You no longer have to skim all the chapters to identify the legal requirements of Federal depository libraries. 2.2 Legal Requirements The structure of the FDLP that is in place today comes from the Depository Library Act of 1962 (DLA). This Act, among other things, doubled the number of libraries per Congressional district, eliminated the requirement that libraries pay postage for their depository receipts, allowed for the distribution of non-GPO publications, and created regional depository libraries. The authority for the Federal Depository Library Program (FDLP) and the legal requirements of Federal depository libraries are found in Chapter 19 of Title 44 United State Code. In addition to the provisions of the DLA of 1962, Chapter 19 includes who designates depository libraries and which libraries are eligible for Federal depository designation. The chapter also provides the access, service, and collection statutory mandates of your depository library: Make government publications available for free use by the general public; Properly maintain government publications and make them accessible to the public; Report the conditions of your depository library to the Superintendent of Documents every two years by completing the Biennial Survey (see Chapter 11 for more information on Collaboration with GPO); Maintain a library collection, other than Government publications, of at least 10,000 books; If your library is a selective depository served by a regional depository, you MUST retain Federal publications for at least five years, unless they are superseded or the discards are authorized by the Superintendent of Documents; If your library is a selective depository not served by a regional, you MUST retain permanently at least one copy of all government publications in print or microfacsimile, unless they are superseded or the discards are authorized by the Superintendent of Documents. For more information on the superseded policy, see chapter 5 on Depository Collections in this Handbook. If your library is a Federal library, you are not required to maintain depository titles for five years. Materials may be withdrawn at any time and disposed of after they have been offered to the Library of Congress and the Archivist of the United States. Your discards are not handled by a regional depository library. If your library is the highest state appellate court library, Chapter 19 provides special privileges: No obligation to provide free public access to depository resources; No five-year retention requirement before discarding depository publications; and No requirement to discard property through a regional depository library. If your library is a regional depository, Chapter 19 delineates additional responsibilities that come with the regional designation: Provide interlibrary loan and reference service to depositories within the region; Assist selectives with the disposal of unwanted government publications; and Retain permanently at least one copy of all government publications in printed or microfacsimile, unless they are superseded or the discards are authorized by the Superintendent of Documents. Related Title 44 Chapters affecting depository libraries include Chapters 17 and 41. Chapter 17 authorizes the distribution and sale of public documents and the Cataloging and Indexing Program; chapter 41 authorizes GPO Access and allows GPO to provide access to Federal electronic information. For a complete version of Title 44, chapters 17, 19 and 41, please click on the display below. United States Code Title 44 - Public Printing and Documents Title 44 Browse through a list of all chapters and link to the full text Chapter 17 Browse through the laws governing the Distribution and Sale of Public Documents and the Cataloging and Indexing Program Chapter 19 Provides the laws governing the Federal Depository Library Program Chapter 41 Provides the enabling legislation for GPO Access and the locator services 2.3 Tips, Practical Advice and Lessons Learned Become familiar with Title 44, chapters 19 and 41 which apply to the FDLP and GPO Access so you can easily inform your library administrator of the legal requirements of your depository. Familiarize yourself with the FDLP Desktop and all it offers beyond a location for policies and guidelines. 2.4 Did you realize that you don't have to.....? Select a certain percentage of government publications in order to remain in the Federal Depository Library Program. Your selection rate should be whatever rate meets the needs of your users. Compromise local security to provide public access. GPO permits various actions by administrators to ensure the security of their facility and personnel as long as a balance exists between the safety of personnel and property and public access. Public access may be provided in a manner and at a time and a location that secures the safety of personnel and property, but public access to Federal Government information MUST still be provided. 2.5 Important You, as the library director, are the designated official responsible for ensuring the legal requirements of the FDLP are met. As mentioned above, related Title 44 Chapters that affect depository libraries are Chapters 17 and 41. Chapter 17 authorizes GPO's Cataloging and Indexing Program and Chapter 41 authorizes GPO Access and allows GPO to provide access to Federal electronic information through it. You must report the conditions of your depository library to the Superintendent of Documents every two years.

Thursday, 09 October 2008 | 1 hit

136. Chapter 3: Federal Depository Status

Defines the Federal Depository Library Program (FDLP) and its purpose, identifies the different types of status for depository libraries, provides the location of depository libraries, and explains the process to designate and terminate depository status. 3.1 What's New or Important Library Services and Content Management (LSCM) developed and released its guidelines for shared regional depositories in 2007. See chapter 12 in this Handbook for more information. 3.2  The FDLP: Definition and Purpose Administered by the U.S. Government Printing Office (GPO), the Federal Depository Library Program (FDLP) is a network of over 1,250 libraries representing many different types of institutions (public, academic, law, judicial, state and special, court and Federal agencies). These libraries are located in almost every congressional district, the District of Columbia, U.S. territories, the Federated States of Micronesia, and the U.S. Commonwealth of Puerto Rico. GPO provides Federal depository libraries with free access to official U.S. Government information in all formats. In return these libraries agree to provide free access to that information, as well as professional assistance in finding and using that information, to any member of the public. While many libraries request Federal depository status to benefit their primary users (students, faculty, judges, residents of a particular city or county, etc.), all libraries that receive depository status (except the highest State appellate court libraries) make a legal commitment to provide Federal Government information to all the people of their Congressional District or relevant region. The key concept of no-fee, readily available access to U.S. Government information is a guiding principle of the FDLP. The Federal Government information needs of the general public must also influence the collection development of depository libraries. 3.3 A Brief History of the FDLP The FDLP traces its roots to the early 1800's when a joint resolution of Congress directed that additional copies of the House and Senate Journals and other documents be printed and distributed to institutions outside the Federal establishment. It was not until 1962 that such modern hallmarks as regional and selective library distinctions, and the selectives' ability to discard materials after five years, were added. The current parameters of the FDLP are defined by the Depository Library Act of 1962 and the Government Printing Office Electronic Information Access Enhancement Act of 1993, both codified in United States Code, Title 44, chapters 19 and 41 respectively. 3.4 The Types and Status of Federal Depository Libraries Your library may be designated as either a regional or selective depository with a status of either active or probationary. If your library is a regional depository, it has agreed to receive all publications made available to depositories and to retain those items in perpetuity (with some exceptions). U.S. Senators may designate libraries in their state as regional depositories. Each state may have two regional depositories, though most have only one and a few states are served by regional depositories in neighboring states. Regional depositories are located at flagship, publicly supported universities as well as at public libraries and State libraries. In addition to selection and retention requirements, regional depositories serve as liaisons between the selective libraries in the state (or region) and LSCM. Regional depositories also provide consultation, coordinate planning, review publication disposal lists, and offer other services to selective depositories in their regions. The statutory authorization for regional depositories is found in United States Code, Title 44, chapter 19, §1912. If your library is a selective depository, you have the option of tailoring the collection to fit the needs of your community, which includes the library’s primary users as well as the general public. This is achieved by selecting suitable materials to receive from Library Services and Content Management (LSCM), by retaining materials for at least 5 years or substituting them for online equivalents, and by retaining materials beyond the required 5 years as appropriate. Two selective depositories may be designated within each congressional district, although at any given time there may be more than two in some districts because of redistricting. In addition, each U.S. Senator can designate two depositories in their state providing there is an opening in that Senator's class. The number of selective depositories in a congressional district can also be augmented by designations for certain types of libraries allowed by special provisions in Title 44. Active depositories are those in good standing with LSCM. They are compliant with the legal requirements for depository operation as stated in Title 44 and in chapter 2 of this Handbook. Probationary depositories are those libraries that LSCM has determined to be noncompliant with the legal requirements for depository operation as stated in Title 44 and in chapter 2 of this Handbook. 3.5  Where We Are Located Federal depository libraries are located in every state, the District of Columbia, the Commonwealth of Puerto Rico, the Federated States of Micronesia, and in U.S. territories. Depository libraries include all sizes of academic libraries (both publicly and privately funded), public libraries, law libraries, Federal agency libraries, and State libraries. Whether publicly or privately funded, all depository libraries (except the highest State appellate court libraries) MUST allow the public free access to all Federal depository information products, regardless of format, without impediment. There are several ways to find a depository library in your community or state. Use the Federal Depository Library Directory. This directory identifies all depository libraries in the program, provides contact information for each library, and describes the origin of each library's designation status. Click here if you want to Find the Regional Depository Library that serves your state. 3.6  Designation of Depositories and the Termination of Status Designation of a Library as a Federal Depository Under United States Code, Title 44, there are a number of ways in which your library may have become a depository library. Members of Congress (Representatives and Senators) may each designate up to two libraries to fill depository vacancies in a congressional district (Representatives) or state (Senators). For those districts where vacancies exist, United States Code, Title 44, chapter 19, §1905 dictates that the process begins when the library desiring depository status submits a written justification of the need for an additional depository to the Representative or Senator who will consider the appointment. This justification may be accompanied by letters of support from other depository libraries in the congressional district or the head of the library authority of the state in which the depository will be housed. The justification and accompanying letter(s) of support are forwarded to the Superintendent of Documents by the Representative or Senator. For a complete description of the designation process, as well as sample letters and forms that can be used as models during the designation process, consult the Designation Handbook for Federal Depository Libraries. The Designation Handbook also contains information on designating depositories outside of the continental U.S., Alaska and Hawaii (that is, depositories for U.S. territories in the Caribbean and Pacific Islands). Your library may have been designated a depository by certain government officials who "by law" can designate specific types of libraries as depositories. For instance, the Public Printer designates: State libraries, libraries of land-grant colleges (44 USC 1906), Libraries of a state’s highest appellate court (44 USC 1915), and Accredited law school libraries (44 USC 1916). Although most of the libraries in the FDLP are designated by members of Congress, some depository libraries have been designated depositories by a special act of Congress, such as the American Antiquarian Society. The Superintendent of Documents, by-law, can designate depositories. For instance, the Superintendent of Documents designates: Federal agency libraries (44 USC 1907), Military service academy libraries (44 USC 1907), and Federal independent agency libraries (44 USC 1907). Regardless of how your library was designated, the FDLP is administered by the Office of the Superintendent of Documents. Email the Superintendent of Documents for assistance with designations. Termination or Relinquishment of Federal Depository Status Your library may voluntarily terminate (relinquish) its participation in the FDLP. A depository library seeking to terminate status MUST mail a letter to that effect to the Superintendent of Documents. The regional depository serving the relinquishing library MUST also be notified in writing of the desire to relinquish depository status. When relinquishing status, your library should also notify the appropriate member of Congress in whose district or state your depository is located.  Additionally, the Superintendent of Documents may officially terminate depository status when a library fails to meet the legal requirements of the FDLP including free public access, proper maintenance of the collection, and services in the use of government information (44 USC 1909). Upon termination of depository status, either by request (voluntarily) or for cause (involuntarily), the library SHALL request instructions from its regional depository concerning disposition of the depository publications still in the collection. All materials distributed through the depository library program remain the property of the U.S. Government Printing Office. The regional library has the authority to claim whatever it wishes for its own collection or for the collections of other selective depositories within the state or region. If the terminating library wishes to keep certain publications that were received under the FDLP, it may request to retain them by submitting to the regional library a list of the depository publications it wishes to keep. A written request for permanent retention of the materials should accompany such a list. Each request will be reviewed on an individual basis, and the regional depository will advise the relinquishing depository of its retention decision. The regional librarian will also provide instructions to the depository relinquishing status as to disposition of all depository materials, including instructions for the transfer of depository materials to other depository collections, if applicable. 3.7  Tips, Practical Advice, and Lessons Learned The description of the designation process in this chapter is a brief summary. Be sure to consult the Designation Handbook for Federal Depository Libraries for a complete description of the designation process.  This handbook contains useful tips, as well as templates for letters and application forms.  Because of its practical step-by-step advice, this handbook can save libraries seeking designation a great deal of time. If your depository library experiences problems, or if your library administrator starts to question the value of the depository program, you should immediately contact your regional depository and LSCM. Regional coordinators can offer advice, clear up misunderstandings, make site visits, talk to library administrators, and, if not done already, enlist the help of LSCM. If you are told that your administration is re-evaluating depository participation, do not wait until a final decision is made before contacting your regional depository coordinator and LSCM. For further information regarding designations and terminations, contact askGPO to be directed to LSCM staff for assistance with designations or relinquishments. 3.8 Did you realize that you don't have to...? Select a rigid, predetermined percentage of item numbers, in order to retain depository status. Selective depositories should collect only the materials they need in order to adequately meet the needs of their patrons. Devote hundreds of linear feet of shelf space to house a physical collection, in order to apply for depository status. For details on transitioning depository collections, see chapter 13 in this Handbook. Think about terminating depository status because you need more shelf space than you currently have or because your depository coordinator suddenly resigned and will not be replaced. There is a significant loss of expertise to the library as well as the FDLP when a depository library or depository coordinator leaves the program. Don’t make a hasty long-term decision that cannot be reversed, especially when confronted with a temporary problem. As for reducing shelf space requirements, have you considered transitioning the depository collection to select more electronic items and less tangible items? See chapter 13 in this Handbook for details on transitioning depository collections. 3.9  Important for Library Administrators In today’s increasingly electronic library environment, the depository program is as much about access and expertise as it is about tangible publications. Federal depository libraries MUST provide free public access to depository materials in all formats. Free public access does not mean a depository must grant circulation privileges to groups outside of the library’s primary user community, although they may choose to do so. Free public access need not equal free printing or copying if your library users must pay for printing and copying of other library materials or resources. Free access does not necessarily mean access at all times. GPO permits various actions by administrators to ensure the security of their facility and personnel.  Such actions may include asking users for identification, or asking users to sign a guest register, and even escorting users to the depository library. Even though most Federal Government information is now freely available on the World Wide Web, accessing it efficiently can be a daunting task if one depends solely on Internet search engines. Much information is in the “deep Web” and in statistical databases. Depository status ensures that a library has access to the training and support that will become increasingly important to navigate the complexities of Federal Government information sources. See details on the number of opportunities for training all staff in depository libraries listed in chapter 4 of this Handbook.

Friday, 14 November 2008 | 2 hits

137. Chapter 4: Public Services

Defines public service and identifies public service functions, introduces the Principle of Comparable Treatment in Public Services and explains the general concept of access and its requirements, discusses reference and research services for users, referrals, circulation of materials, and the marketing of Federal Depository Library Program (FDLP) services, including the Federal Depository Library of the Year award 4.1 What's New or Important 4.1.A Principle of Free Public Access As a designated Federal depository, your library SHALL make Federal Government information products available for the free use of the general public. This is a legal requirement. 4.1.B Principle of Comparable Treatment in Public Services Access to and services in the use of depository information resources at your library should equal or exceed those applicable to other collections and services in your library. Reference service offered to members of the general public using the depository MUST be comparable to the reference service provided to the primary users of your library. 4.1.C General Concept of Access The concept of access includes more than physical access to your facility and depository collection. It is also the provision of Federal Government information products to your library’s primary users and the general public, the provision of sufficient computer workstations to access electronic Federal Government information products, and a commitment to ensuring that your staff is trained and capable of providing services in the use of government information in all formats. 4.1.D Referrals You should refer depository users to other libraries for access to unique depository collections and expertise, and also offer your own unique expertise, collections and resources to users referred by other depositories or organizations. You should use the tools provided to your library to assist users in locating information at a particular depository and to ensure the information needed is available at that depository before you refer them to there. 4.1.E Electronic Access and Filters Your depository library should have written policies regarding public services for government information in electronic formats that includes provisions for no-fee access to electronic government information, in tangible format and on the Internet, for all users. Filtering software used by your library might inhibit access to official Federal Depository Library Program (FDLP) information, for example in the health or biological sciences fields. Therefore your library MUST allow users the option to use workstations without filtering software or provide the capability of turning off the filter while users are searching FDLP information resources. Your library MUST ensure that your computer security or access policies, or those of your parent bodies, do not hinder public access to depository materials. At a minimum, if your library is unable to deactivate filtering in a rapid manner, you MUST provide mediated searching for depository users. 4.1.F Public Access Computer Workstations Public access computer workstations may require user authentication for security reasons; however, signage (on computers, posted at tables, on desks) MUST indicate that users may inquire at the public service desk for assistance. Libraries may provide guests the ability to log in at a workstation or staff may log them in at authenticated stations. At a minimum, if all workstations providing Internet access require authentication, users should be directed to public service desks for assistance through mediated searching. Time limits and the use of sign-up sheets are acceptable but should be no more severe than such measures used for non-depository workstation access. The language on public workstations, web pages, and signage should promote access to government information rather than dissuading or limiting access. 4.1.G Definition of Public Services Public services are those activities and operations of your depository library that bring you or your staff into regular direct contact with users of government information resources. The two major public service goals of the FDLP are to provide the public with access to government information resources and to provide assistance in the use of those resources so the public will benefit from that access. Acceptable public access occurs when any member of the general public can use, at no cost, the Federal Government information products available in your depository collections and receive services in the use of those products regardless of format or housing arrangements. Acceptable public access recognizes the public's right to have timely and efficient access to the information of, by, and about its government while balancing your local concerns for the security of your staff, facilities, and collections. 4.2 Identification of Public Services Functions Public service functions include access, reference and research services for users, referrals of users to other libraries that have specific resources or expertise, circulation of government information resources, and marketing of your depository to your primary users and the general public. 4.2.A Access Access includes your depository library’s access to government information products, the Principle of Free Public Access, the Principle of Comparable Treatment in Public Services, your public access policies, physical access to your library as well as online access to your electronic depository resources. 4.2.B Your Depository Library’s Access to Federal Government Information Products The goal of the FDLP is to provide the public with free access to Federal Government information of public interest or educational value, regardless of format or medium, and to insure its continued availability in the future. The only government information excluded from this objective are those products produced strictly for administrative or operational purposes, classified for reasons of national security, constrained by privacy considerations, or which are required to be self-sustaining through sale as a cooperative publication. As a designated Federal depository, your library is legally REQUIRED to provide free public access to depository information resources under the provisions of 44 USC 1911. For more information on Title 44, see the Legal Requirements in chapter 2 of this Handbook. 4.2.C Principle of Free Public Access Free public access, as defined by the Government Printing Office (GPO), means that any member of the general public can use government information resources in all formats, without impediments. Your depository library has a fundamental obligation to provide free public access to depository information resources and to minimize barriers to your facilities, collections, and services. The development of library-wide access policies should address hours of operation, standards of service, access to facilities, collections and services; signage should encourage access. Staff properly trained and available to provide services, collection development and management policies, and informational or promotional materials should be developed in keeping with the goals of the depository program, and legal requirements as outlined in chapter 2 of this Handbook. Factors that may affect free public access to the government information resources and services available in your depository include: Housing (see chapter 9 of this Handbook) includes management of the physical facilities for tangible collections both current and historical, proper handling of the collection, storage, and selective housing agreements; Practices that include economic barriers to collections and user categorization (different treatment for different types of users such as denying access based on a student identification) will not inhibit access; Staff MUST be sufficiently trained to provide services in the use of government information products in all formats, and staffing levels must be sufficient to provide access and assistance; Collection development (see chapter 5 in this Handbook) MUST consider the needs of the entire community (primary users and the general public); Preservation (see chapter 8 of this Handbook) includes maintaining the collection so it is usable; Security efforts should allow for user access to computer workstations even if user authentication is required; Contingency plans will allow for continued service to users even if construction and remodeling or natural disasters inhibit access to or damage the collection; and Tangible signage and language on an electronic online presence MUST not limit access to a depository collection or to electronic depository resources. You are strongly encouraged to have a written policy regarding public access to and services in the use of government information resources regardless of format. This policy should contain provisions for no-fee access to computer workstations with CD-ROMs, DVDs, and the Internet. See more information on signage in chapter 9 of this Handbook. The selection of items in electronic format assumes that the library will take reasonable steps to assist the public in their use. When appropriate, this includes providing the user with instruction in running the application and developing search strategies. If the library does not own the appropriate hardware or software, it should be willing to help the user locate a site at which the product can be used. Such factors, and any public access policies of a depository library’s parent body, MUST not hinder free public access to depository information resources. Users may be charged the “usual and customary” fees and subjected to “usual and customary” limits for printing, downloading, and storage media such as diskettes. Any fees or limits SHALL be consistent with other public service provisions of the library. 4.2.D Communication of the Principle of Free Public Access and Public Access Requirements All appropriate library employees MUST be aware of the Principle of Free Public Access and public access requirements of Federal depository libraries, as well as of local, state, and Federal laws affecting user privacy. Any signage or communication, whether verbal, electronic, or tangible, that limits access to a depository library MUST be amended to exempt members of the general public wishing to use the library’s depository information resources. Public access computer workstations may require user authentication for security reasons; however, signage (on computers, posted at tables, on desks) MUST indicate that users may inquire at the public service desk for assistance. Libraries may provide guests the ability to log in at a workstation, or staff may log them in at authenticated stations. At a minimum, if all workstations providing internet access require authentication, users should be directed to public service desks for assistance through mediated searching. Requests for recommendations on appropriate signage may be directed to askGPO. Additionally, the Knowledge Base, a part of askGPO, is a great first stop when seeking an answer to your question about the FDLP. 4.2.E Principle of Comparable Treatment in Public Services Beyond honoring the requirement of providing free public access to depository information resources, local policies and practices that apply to other collections and services of the library may be applied to depository information resources and services. In general, access to, and services in the use of, depository information resources should equal or exceed those applicable to other library collections and services. For example, if your depository library offers night and weekend service hours to its primary clientele, your library MUST provide comparable service hours to users of depository materials. The Principle of Comparable Treatment in Public Services, however, would not require a separate documents unit to be staffed the same hours as your general reference unit if there was open access to and basic assistance in the use of the depository collection provided by your general reference unit during those extended hours. 4.2.F The Impact of Your Public Access Policies Your depository library policies for public services can impact public access and you should consider the following: Your library is not required to serve users who do not have a depository-related need to be in the library. Under a strict interpretation of the statute, a user from outside of your library's principal user group may be limited to using only depository information resources. The public may not exploit the use of depository information resources as a pretext to circumvent your library policies on the use of materials purchased or licensed for the use of your library’s primary clientele. Your public service policies cannot deny access to depository resources to users because of their age. Your library should develop user behavior policies to address conduct problems rather than restrict access based on age. Remember, however, depository users MUST adhere to the same standards of behavior expected of your other library users. Your library has the right to bar or remove any individual who poses a threat to library staff, other users, or the security of the collections or facility. Access to, and services in the use of, depository information resources should equal or exceed those applicable to your other library collections and services. Reference service offered to members of the general public using the depository MUST be comparable to the reference service provided to your library's primary users. Signage and other physical facilities of your library and parent institution cannot inhibit public access. Signage should be employed to facilitate access to depository materials. Requests for assistance, such as samples of appropriate signage and standard language, may be directed to askGPO. Your depository library MUST allow users the option to use computer workstations without filtering software, or to turn off the filter while searching FDLP information. The number of available computer workstations in your depository is dependent upon the size of the depository operation and MUST be sufficient to serve depository users efficiently and effectively. Time limits and the use of sign-up sheets are acceptable. Security concerns of your library may lead local library administrators to implement policies to safeguard facilities and personnel including those of the depository. Permissible actions include: Asking users for identification. Asking users to sign a guest register. Asking questions that screen users to verify that the library houses the documents relevant to their information needs, and even escorting users to the depository collection. These actions in no way violate the responsibility of your depository library to provide free access to the depository collection by the general public under 44 USC 1911. 4.2.G Access at All Times Public access to depository information resources and services MUST be maintained by your library during renovation projects, collection relocation projects, or other temporary disruptions in library operations.(See Administrative Notes AN-v29-#1-02/15/08 for more detailed information.) If your depository library is contemplating asbestos removal, renovation, or some other construction project or temporary situation that will involve curtailing public service to the Federal depository collection, you should develop a strategy to ensure that both your primary clientele and the general public continue to have access to government information in all formats through the Federal Depository Library Program. The strategy should be documented as a plan that includes the estimated dates of the project, the extent of service curtailment, the alternative strategies to be employed to fulfill requests for government information, and the techniques for notifying primary clienteles, other depository and non-depository libraries, and the general public. The plan does not have to be formal, lengthy, or elaborate. If your depository anticipates such projects and prepares a contingency plan for its depository operations, you should submit a copy of the plan to Planning and Development, Library Services at GPO (via email to Planning and Development, Library Services lpplanning@gpo.gov or fax 202-512-2300) and to the library's regional depository library. For cases where your library cannot receive and process materials, such as during a renovation or after a disaster, the shipment of depository materials can be suspended. Notify Planning and Development, Library Services (lpplanning@gpo.gov or fax 202-512-2300) regarding the situation so arrangements can be made. For information on how to handle an unanticipated disaster affecting the library’s depository operations or collections, see chapter 14 of this Handbook. 4.2.H Physical Access within Your Library Your library should provide well-planned facilities for housing and using depository information resources within the library. Both collection and public service spaces should comply with standards for accessibility (United States Access Board and Americans With Disabilities Act) and be of the same quality as other collection and public service areas of the library, providing acceptable levels of lighting, temperature, ventilation, and noise control. Depository collections in all tangible formats should be allocated adequate, readily accessible space, located where materials may be retrieved in a reasonable period of time. Ideally, your users should be able to browse the collection. If your depository information resources are in a separate area within the library, they should be conveniently located for user access to encourage use. Depository public services spaces in the library should be functional, flexible, and expandable. Public areas should be comfortable and provide seating at tables or carrels in sufficient numbers for in-library use of depository materials. Appropriate equipment for the use of depository information resources should be provided and maintained in sufficient numbers to meet demand, including photocopiers, equipment for reading and reproducing microforms, and appropriate hardware and software for using and downloading electronic depository information resources such as CD-ROMs, DVDs, or online publications. Attempts should be made to obtain hardware that meets the latest Workstation Specifications. If a tangible electronic information resource acquired though the FDLP is not loaded and/or supported on your depository library computer workstation, your library should attempt to provide access to it within a designated timeframe (determined by your library). As an alternative, your library should provide for the circulation of depository materials in accordance with the library’s circulation policies. Depository libraries MUST post signage or the depository emblem in a prominent location, preferably visible from the exterior of the library, indicating the library is a Federal depository and government information resources are available for use by the general public without charge. Free decals and other promotional materials are available from the Government Printing Office (GPO) and can be ordered online. 4.2.I Online Access Your depository MUST provide users access to depository materials regardless of format. Your depository library should have a written policy regarding public services for government information in electronic formats. This policy should contain provisions for no-fee access to computer workstations with CD-ROMs, DVDs, diskettes, and the Internet. Any local computer security measures applied to the computer workstations in the depository MUST be consistent with the principles and access requirements of the FDLP. The following is permissible by your library: Log-in or sign-up sheets may be used; however, confidentiality of these records MUST be assured and consistent with applicable privacy statutes. Special passwords may be used. Use or access may be mediated or unmediated based upon filtering functionality (see Electronic Access and Filtering above). E-mail capability of Web browser(s) on public workstations may be blocked; however, there should be capabilities provided for printing and downloading and/or transmission of electronic data, for example ftp, and for your depository library public service area to deliver government information to distance users (for example, by fax and e-mail), in accordance with existing policies in the library. Whenever possible, your depository library is encouraged to provide disk space on publicly available computers for temporary storage of electronic government information for public use. Use of depository workstations is subject to the library’s overall acceptable use policy. Users may be charged the “usual and customary” fees and subjected to “usual and customary” limits for printing, downloading, and storage media such as diskettes. Any fees or limits imposed by the depository SHALL be consistent with other public service fees or limits within the library. For additional information concerning access to online resources in your depository, see the following: FDLP Internet Use Policy Guidelines Depository Library Public Service Guidelines for Government Information in Electronic Formats Public Access to Electronic Government Information Provided through Federal Depository Libraries Managing the FDLP Electronic Collection Policy Document If there is any question that the access procedures or policies of your depository library could be seen as inhibiting free public access, the library should askGPO. 4.3 Reference and Research Services for Your Depository Users This section defines reference and research services, explains the principle of comparable treatment in public services for reference and research services, and discusses training for staff providing reference and research assistance to depository users. Research assistance includes identifying information, as opposed to specific publications, by subject or agency and help with complex electronic products, software, Web sites, and databases. 4.3.A Principle of Comparable Treatment for Reference and Research Services Reference service offered to members of the general public using your depository collection MUST be comparable to the reference service provided to your library’s primary users. Ideally, the reference services for users of the depository collection should be blended into the reference services for the library collection as a whole. Comparable reference and research service, in terms of the hours of service, the degree of assistance, and the professional expertise of staff, should be extended to members of the general public using depository resources just as those services are made available to the library's primary users. The number of staff providing research and reference service will depend on the size and scope of the library and the depository collection, as well as the method of organization of the depository collection. Your depository staff may be in a separate Government Documents unit or they may be part of other library units such as Technical Services or Reference Services for the overall library. To learn more about staffing requirements, see chapter 10 in this Handbook. When applying the principle of comparability, your library has flexibility in determining specific policies or methods for providing reference and research services for government information. The 24/7 reference environment, reference services for electronic government information and the needs of remote offsite users of government information pose particular challenges to be taken into account when developing policies for providing reference services. Reference service in the use of government information at your library should be easy to locate, access, and use. Likewise reference service for remote users should be easy to locate, access, and use on the web. Additionally, users should be able to easily locate, access, and use specific government information resources in all formats. The library should provide all users with reference assistance with regard to depository information. In each depository library, there should be recognized focal points for inquiries about government information. At this point it should be possible to find: resources in the collection, including specific titles; location of wanted information in the library; answers to reference questions or a referral to a source or place where answers can be found; guidance on the use of the collection, including the principal available reference sources, catalogs, abstracts, indexes and other aids including electronic products; availability of additional resources in the region; assistance in borrowing documents from regional or other libraries through interlibrary loan. A librarian should be available to handle government information reference queries and research questions from users, with competent ready reference service available to all users. Such service includes the ability to assist users with locating specific documents or information in the depository; ability to locate documents and information online by title and/or class number or other specific access points, as well as providing answers to quick or basic reference questions. Access to indexes and other reference tools should be available to all users of your library. If your library provides reference services using methods other than in-person contact for your primary user groups (such as by phone, mail, fax, email or chat), these same or comparable methods of obtaining reference service should also be available to members of the public using the depository collection or government information. Policies governing specific aspects of reference service (such as limits on time expended on queries, types of queries accepted through various methods of contact, extent of materials copied or supplied to offsite users and identification requirements for service) are the prerogative of your library, as long as such policies apply to all users of your collections. Reference and research policies should provide for service levels to depository users that meet or exceed those for your primary users. 4.3.B Training for Staff Providing Reference and Research Assistance to Depository Users The ability to provide more extensive research assistance to users of the depository is strongly encouraged. Research assistance includes identifying information, as opposed to specific publications, by subject or agency and help with complex electronic products, software, Web sites, and databases. On-going training for staff providing reference and research assistance to depository users is important to keep skills current, to be aware of new government information products and to be able to use transitioning collections and provide transitioning services. See chapter 13 in this Handbook for more information on transitioning depository libraries. For training opportunities, you should consult FDLP Deskop Tutorials area and the community calendar on FDLP Community site, (http://www.fdlp.gov/events.html) which includes the Interagency Depository Seminar, Federal Depository Library Conference and Depository Library Council meetings. You should also check the training and educational resources available through ALA GODORT (http://www.ala.org/ala/godort/godort.htm). More training may be available from library associations or consortia or government agencies such as the Census Bureau. Research assistance from other depository coordinators is available from statewide e-mail discussion groups or through national e-mail discussion groups such as GOVDOC-L, MAPS-L or DocTech-L. Resources such as the GODORT Handout Exchange and topical directories of government information such as the University of Colorado at Boulder Government Publications department’s Subject Guides, the University of Michigan Documents Center web site, GODORT’s Frequently Used Sites Related to U.S. Federal Government Information, Browse Topics at OSU, and USA.Gov offer reference tools and guides for more extensive research questions. Extended assistance and training for all users in the location and use of government information in all formats, including major reference tools and resources such as catalogs and indexes, and key government information Web sites or electronic resources such as GPO Access or American FactFinder, is strongly encouraged. These could be provided either in person, through printed handouts or help documentation, interactive online tutorials or Web pages. Examples of handouts and instructional materials for specific tools or subjects can be found at the GODORT Handout Exchange. For a tiered outline of skills useful when providing services to electronic government information and links to resources to acquire proficiency in each area, see GODORT’s E-competencies. 4.3.C Reference and Research Referrals The FDLP is a cooperative program that enables libraries and librarians to share access to, and services in the use of, depository collections. Referrals occur when, after you have exhausted the skills and resources of your depository library, you provide the user with information about other depository or non-depository libraries, or with government information resources available locally or nationally, that could further assist the user in his/her research. Your library can easily facilitate access to tangible government publications it does not own by locating depository libraries that own the publication and providing full bibliographic information to the user. Within the parameters of your local reference and research policies, your library has the flexibility to determine appropriate follow-through, such as requesting a photocopy on the user’s behalf, directing users to a nearby depository library with the item, initiating an interlibrary loan, or directing your users to a local library for interlibrary loan. It may not always be possible for your depository library to fully answer every reference query or each in depth research question; your library many not be able to provide assistance in the use of every electronic product or to support every format of government information available, such as 5.25-inch floppy discs. Therefore, information about additional local and national depository and government information resources available to the user should be offered to users in such circumstances. To do so, you should be aware of the resources available at neighboring depositories and at the regional depository. You should not only refer your users to other depository libraries for access to unique collections or unique expertise, but you should also offer your own expertise, collections, and resources to users referred by other depositories or organizations. This is reciprocity. Depository libraries are encouraged to develop home pages or bookmarks for government information and to work cooperatively with other depository libraries in their area to provide links to prominent or useful sites for the general public. Library Services and Content Management (LSCM) offers tools to help you become familiar with the collections of your regional library and neighboring depositories. The Catalog of Government Publications (CGP), Federal Depository Library Directory and Documents Data Miner 2 can assist in locating appropriate libraries and collections. Awareness of equipment or technical expertise available at local depositories can facilitate access to less common tangible electronic formats or assistance with more specialized software and information resources. Before referring users, you should be familiar with the resources and expertise within your own institution that can supplement service to users. For instance, the systems or information technology (IT) staff within your library or larger parent organization may be able to assist the depository staff in the use of specialized equipment required to use some government resources. You should also have knowledge of the available reference expertise in specific topical areas for referral of complex reference and research questions. Resources to help identify such expertise include e-mail discussion groups such as GOVDOC-L , MAPS-L, DocTech-L, and regional depositories. 4.4 Circulation of Depository Materials including Interlibrary Loan This section defines circulation and explains the principle of comparable treatment in public services as it applies to circulation policies and interlibrary loan. 4.4.A Definition of Circulation Circulation refers to the distribution or transmission of government information products from place to place or person to person. Tangible items circulate in the physical environment either within the library or outside of the library. Electronic items may be disseminated online through online public access catalogs, web sites, e-mails, or some other technology. They may be pulled (meaning the user searches the online catalog or web site to locate the information and uses it), or the information may be pushed (meaning the information is automatically pushed out to the user through electronic means such as selective dissemination of information). 4.4.B Principle of Comparable Treatment in Public Services, Circulation Policies, and Interlibrary Loans Your library has the option of establishing its own circulation policies for the use of depository materials outside the library. However, the principle of comparable treatment in public services of depository and non-depository collections should be used in determining circulation policy for depository materials. For example, if a library’s non-depository reference or microformat collections are non-circulating, select depository materials designated as reference tools or depository materials in microformat could also be non-circulating. Circulation of materials that cannot be easily used in the library is recommended. Examples include tangible electronic products for which a library cannot provide adequate hardware, software or user support. Circulation periods, fines for lost or overdue depository materials, circulation to non-primary clientele and other circulation policies of your depository library are a local decision, however, the policies should follow the general principle of comparable treatment in public services. Although interlibrary loan policies are a local decision, depository libraries should provide depository materials on interlibrary loan except for heavily used information products. All depository libraries should have a policy of providing photocopies of depository materials in traditional formats to other libraries consistent with that for non-depository materials. 4.5 Marketing to Your Users The FDLP was established to provide the citizens of the United States with access to Federal Government information. Public access remains the highest priority of depository libraries. Public access begins with public awareness; it also includes internal and external promotion, and outreach efforts. Your library should make every effort to ensure the public is aware of the depository collection and the services available in the use of government information. Publications MUST be stored in accessible locations. Depository promotion should extend to all potential user groups of your library including your own library staff, the library’s primary users, and the general public. Depository outreach in the surrounding communities should be ongoing and increase visibility of the depository, depository resources, and depository services. While the utility of government information is well documented, the informational resources of many Federal depositories remain underutilized. Usage of depository materials varies widely from library to library, depending on the visibility and the accessibility of the documents collection in the libraries. Because underutilized depository collections are not cost-effective, it is in the best interest of your library to engage in public awareness, depository promotion and outreach. Increasing public awareness, and therefore usage of the depository, will provide additional justification for your library administrator to increase funding, staffing, and materials in the depository 4.5.A Public Awareness Public access to government information begins with public awareness. In order to benefit from the resources of Federal depository libraries, the American public needs to be alerted to these valuable informational resources provided at taxpayers' expense. This can be accomplished in a variety of ways including signage, bibliographic control, web sites or pages, flyers, brochures, and other handouts. 4.5.B Signage Depository libraries MUST post signage or the depository emblem in a prominent location, preferably visible from the exterior of the library, indicating the library is a Federal depository and government information resources are available for use by the general public without charge. Free decals and other promotional materials are available from GPO and can be ordered online (http://www.fdlp.gov/order/index-23.html). 4.5.C Bibliographic Control The single most important action your depository can take to increase public awareness and usage of depository resources is to provide access to those resources through the library's online public access catalog. For more information, see chapter 6 of this Handbook. 4.5.D Web Sites or Pages Library Web sites or pages are a popular 21st century vehicle for publicizing depository collections and services. Your depository library is encouraged to develop web sites, homepages or bookmarks for government information and to work cooperatively with other depository libraries in your area to provide links to prominent or useful sites for the general public. Links to current news topics can incorporate both documents and non-documents. Examples might include controversial Supreme Court decisions, elections, pending legislation, and natural disasters. Academic librarians often use subject-oriented Web pages for classroom instruction. For assistance in developing a Web page, refer to the GODORT template (http://www.ala.org/ala/godort/godortcommittees/gitco/govinfotemplate.cfm) and download FDLP graphics to place in a prominent location on depository library web pages (http://www.fdlp.gov/promotion/promographics.html). Library web sites and pages are an excellent way to publicize access to depository collections and services in the use of Federal Government information. Information posted on a web site or page MUST not conflict with the provisions of Title 44, United States Code, chapter 19 or other written policies of the depository library program that ensure public access to FDLP resources. 4.5.E GPO Marketing Program GPO provides depositories with free promotional materials including folders, bookmarks, pamphlets, posters, decals, and classification charts. You can order these materials through the Desktop — Promotional Materials section. You can create packets to distribute at library programs, or simply put them out for users to take as needed. Many agencies will also provide the library with free publications to distribute to the general public. One of the best sites for receiving bulk orders of consumer information pamphlets is the Federal Trade Commission. An excellent comprehensive resource for consumer publications is the Consumer Information Catalog which can be obtained through the Federal Citizen's Information Center or viewed online via pdf 4.5.F Internal Promotion of Your Depository Your depository can be thought of as a library within a library; depository operations, therefore, mirror all the functions of the larger library of which it is a part. Your depository library should not be thought of in isolation, but as an integral part of the larger library. Internal promotion consists of cross-training, circulating e-mails, routing interesting government documents, conducting tours, and other activities which promote your depository to internal staff, faculty, and administrators. 4.5.G Cross-Training As a part of the larger library, all levels of library staff, from director to clerical worker, should be aware of the unique resources of your depository collection. Public service staff throughout the larger library should be familiar with the documents collection, the formats available, and how to access online publications. Cross-training library staff also develops library-wide expertise and awareness of government resources in your depository. If your depository reference service is integrated with the reference services for the larger library, all reference staff play a role in providing access to, and service in the use of, government information resources. Technical service librarians and others can benefit from instruction on the many unique aspects of depository operations. While specific times for cross-training such staff should be developed, many activities can be conducted on an on-going basis. For instance, you should always be on the alert for government publications that other staff would find useful for reference, teaching or personal interest. Other effective ways you can promote the depository internally include circulating e-mails pertaining to current news events that are document related, routing interesting document titles and shipping lists, conducting individual tours of the documents department for new staff members, creating mini-training sessions before the library opens, and sponsoring formal training sessions to teach staff how to answer difficult user questions about government information resources. In a successful depository, services to depository users are often fully integrated into the overall services to all users, and library personnel know and can enthusiastically recommend depository resources to all users. 4.5.H External Promotion of Your Depository Your depository library should also develop strategies for promoting the depository operation to the library's primary users and the general public. External promotion may target all of the users of your depository or specific user groups that may be under-served. 4.5.I Targeting All Users Displays, bibliographies, brochures, flyers, Web pages, current awareness announcements, and other traditional library promotional tools are typically employed to target all users. These tools often highlight resources and services in the use of resources that are of general interest or resources that have public demand or media attention. You can create a display of colorful, controversial, unusual or provocative documents. Such a display can dispel the myth that documents are "dry, boring and legalistic." For examples of displays created by other depositories, see the Government Documents Display Clearinghouse (http://lib.mnsu.edu/govdoc/finalfront2.html). Generally, the more creative and library-specific a promotion is, the more effective you will be in attracting people to the depository. 4.5.J Targeting Specific User Groups If you are a depository in an academic or special library, you can contact department or division chairs, student organizations or clients to inform them of the unique services and benefits the depository offers the user group. A review of future class offerings is one way to get started. The depository coordinator might assist a faculty member in structuring a library assignment, creating or contributing to a class Web page, participating in class conferencing, or teaming up with a subject specialist to present an instructional session using government information resources. If you are a depository in a public library, you will probably have a community resource file which could be used as a starting point to identify potential user groups. A letter explaining the depository program and some of the subject areas in your collection, relevant to the group being contacted, is a good first step. Then follow up with an offer to speak to the group or to help with research or special projects. Because the memberships of such community organizations change, this project could be repeated every 2 to 3 years. An example is to speak to nonprofit groups about the Catalog of Federal Domestic Assistance (http://12.46.245.173/cfda/cfda.html), Grants.gov (http://www.grants.gov/), and using American FactFinder (http://factfinder.census.gov/home/saff/main.html?_lang=en) to retrieve statistics for grant proposals. Of course, external promotion includes contact with individuals either in casual conversation or through formal notification of recent acquisitions or other holdings in their areas of interest. 4.5.K Outreach Promotional activities can no longer be confined to the four library walls. Depository coordinators are finding it necessary to reach out to users and non-users by leaving the depository and going to where they are. Getting outside the depository is the best way to attract non-users. Find opportunities to exhibit or present subject-specific workshops at local conventions or conferences; this is a good way to reach out to non-users. Many school districts offer educational opportunities for teachers. Some have days dedicated to training. Contact your local school districts to become a part of these activities. Promote the free resources of the Federal Government available for teachers and students. Some of these resources include lesson plans and teacher kits. Some useful sites to use might be Federal Resources for Educational Excellence(http://www.free.ed.gov/), American Memory Learning Page (http://memory.loc.gov/ammem/ndlpedu/index.html), Ben’s Guide (http://bensguide.gpo.gov/), and the Gateway to 21st Century Skills (http://www.thegateway.org/). Another form of outreach is through local media outlets. Your library's depository status, resources, and services could be highlighted on the local cable television's scrolled community announcements. Contact the local radio and television stations. They all run public service announcements and are often interested in generating programming that would be educational or service oriented. FDLP Public Service Announcement and Articles (http://www.fdlp.gov/order/psa.html) are provided by the Superintendent of Documents. Contact local newspapers to invite a reporter to visit your depository. 4.6 Practical Suggestions You Can Use to Promote Your Depository Provide top-notch public service that goes beyond users' expectations, and word-of-mouth will ensure a certain amount of public awareness. Make sure the unique resources and services of your depository are mentioned in any literature about the larger library, appear on library Web pages, and are mentioned during library-wide tours or orientations. Celebrate significant depository milestones (the 500,000th document, a special anniversary, a new service) and invite members of Congress, library administrators from the region, and the local media. GPO offers free materials for Federal depository library anniversary promotions (http://www.fdlp.gov/order/anniversaries.html). Never miss an opportunity to visit another depository library. A neighboring depository operation may have some good promotional ideas you can use. Adapt a promotional activity that has been used successfully in promoting other types of information or services in your own library. Share information on successful public awareness activities at your depository by submitting articles to DttP: Documents to the People (http://www.ala.org/ala/godort/dttp/aboutdttp.htm) or other publications related to literature and government resources. Share such information at workshops and documents related meetings. Develop special alcoves in the documents area for heavily requested depository material. A "statistics center" with census materials or a depository CD-ROM center might be worth establishing in your depository. Invite groups from the community, such as school groups, social or fraternal organizations, or other interested parties, to tour the depository. Contact all public and academic libraries in your area and make sure they know to refer users to your depository. Consider selective housing arrangements and other strategies of networking with neighboring libraries or other departments within your larger institution. Develop a subject-oriented Web page that includes government documents, and register it with Yahoo, Google, or related search engines. Publicize locally any Web awards you receive. Expand information and training for other librarians, faculty, students, local government, etc., by reaching them where they are. Attend their meetings and conferences, offer to present a specialized program for them, or prepare a poster session for display at meetings. Collaborate with your users to integrate government information into their own work and research: In academic libraries, work with other librarians and faculty to integrate government information into the curricula. In public libraries, meet with government officials, schools, and local organizations to help them with specific information sources such as census data. In specialized libraries, work with primary users to deliver information efficiently for their special needs. Working through public relations, contribute newspaper or professional articles concerning special resources or services. Contribute articles to the new FDLP Desktop concerning special events, training activities, awards and recognition such as the Federal Depository Library of the Year(http://www.fdlp.gov/loty/index.html) For more ideas, see Promoting Depository Collections and Services (http://www.fdlp.gov/order/index.html). 4.7 About the Federal Depository Library of the Year Award The Federal Depository Library of the Year Award (http://www.fdlp.gov/loty/index.html) was established in 2003 as a special way to promote and market depository libraries. The award provides national recognition for a library that furthers the goal of the Federal Depository Library Program by ensuring that the American public has free access to its Government's information through all of the following areas: Outstanding service in meeting the Federal Government information needs of the users in your library's service area; Creativity and innovation in developing specific community programs for use of Federal Government information or a dramatic increase in your community's use of Federal Government information; and Leadership in creating public service programs that can be emulated by other Federal Depository Libraries. The Federal Depository Library of the Year demonstrates the following attributes: A documented knowledge of the Federal Government information needs in the library's service area; Knowledgeable depository staff to assist users in the identification and use of the Federal Government information that best meets their needs; Excellent bibliographic control practices that enhance public access; Outstanding public services including significant marketing and promotion of the collection and the services available in the library and in the community; Substantial cooperative efforts with other depository and non-depository libraries to share knowledge and resources with a larger community; Access to a well-defined collection of Federal depository tangible and electronic resources adequate to meet the needs of the library's service area; and Exceptional care and preservation of the depository collection. Requests for nominations are announced on FDLP Desktop (http://www.fdlp.gov/), usually in the spring. A selection committee that includes the Superintendent of Documents evaluates, rates, and ranks the nominations. The winning library is notified in a timely manner to allow travel plans to be made for the depository coordinator and library director to attend the fall Depository Library Conference and Council Meeting. Past winners, libraries of current Depository Library Council members, and libraries on probation are ineligible for consideration. The library director and the depository coordinator from the winning library are funded to travel to Washington, D. C. to accept the award honoring their library as the Federal Depository Library of the Year. The presentation is made at the fall Depository Library Conference, the largest gathering of government documents librarians in the country. This is a good opportunity for the depository coordinator and director from the winning library to showcase their library's best practices and outstanding public service. The award is a great marketing tool for the winning library. 4.8 Tips, Practical Advice, and Lessons Learned Your depository library should write a public services policy that includes the public service functions listed in this chapter. Examples of handouts, instructional and promotional materials, and tutorials for specific tools or subjects for your users and the library staff, as well as policies on access, Internet use, and public services for government information in electronic formats can be found at the GODORT Handout Exchange (http://wikis.ala.org/godort/index.php/Exchange). GODORT’s E-competencies (http://www.ala.org/ala/godort/godortcommittees/gitco/ecomps.htm) document provides a tiered outline of skills useful for providing services in the use of electronic government information and links to resources to acquire proficiency in each area. Develop Web guides, training aids, and instructional programs for library staff as well as library users. As libraries consolidate service points and departments, more library staff members who are not government information specialists are providing reference services for users seeking government information; this creates opportunities for you to promote greater knowledge of government information resources, to educate staff about the legal requirements of the FDLP and to make staff aware of the principles of the program. Continuous cross-training of all reference staff is critical. While a strong culture of referral and consultation with government information specialists is strongly encouraged, users are more efficiently and effectively served when all reference personnel can provide some level of government information reference. Since users looking for government information may approach any service point or person initially, all library staff that provides services directly to the public should be aware of the access and service requirements and the policies for Federal Government information. Maintain clear, updated, and easily accessible summaries of policies and procedures relating to access and service for depository resources and provide them to all staff members of your library. Maintain awareness of your cataloging and technical service processes, including your library’s policies in this area since they frequently have a large impact on public services. For example, the way the library catalog displays information can have a strong influence on your users’ ability to easily locate government information. Shared library catalogs facilitate increased awareness of government information resources at other depositories, promote resource sharing, and facilitate referrals. Visit nearby depository libraries and your regional depository library to get a better understanding of their collections and areas of expertise including the specific reference tools and resources available. These visits help establish people and resource networks that can assist you in providing better services to your users. Monitor and participate in local, regional or national government information groups either in person or electronically through their e-mail discussion groups. Lists such as GOVDOC-L (http://lists.psu.edu/cgi-bin/wa?A0=GOVDOC-L), MAPS-L (http://www.listserv.uga.edu/archives/maps-l.html), and DocTech-L (http://list.lib.usu.edu/mailman/listinfo/doctech-l) provide invaluable access to other government information specialists’ expertise. Most states also have an active GODORT organization (http://www.ala.org/ala/godort/godort.cfm). Subscribe to the Really Simple Syndication (RSS) feed (http://www.gpoaccess.gov/rss/index.html) from the FDLP Desktop News and Updates to keep current on news and issues in the FDLP program. Cultivate good relationships with your library’s technical and systems staff, and provide input into technology-related policies affecting user access to government information. The policies, procedures, and personnel of the larger library and library information technology environment often have a significant impact on public services for electronic government information. Create or participate in library or regional public service standards, and establish regular and quantifiable measurements of service to help assess and improve public services in your library. Examples of service standards and public service measures include the Metrodocs Libraries Service Standards (http://www.odl.state.ok.us/usinfo/metrodocs.htm) and the Association of Research Libraries’ LIBQUAL+ (http://www.libqual.org/) program. Get ideas for displays to promote depository collections at the Government Documents Display Clearinghouse (http://lib.mnsu.edu/govdoc/finalfront2.html) and by networking with your colleagues online or at meetings. Ensure your library Web pages are handicapped-accessible. The W3C Markup Validation Service (http://validator.w3.org/) can check the coding of a Web page formatted with HTML or XHTML for errors. If your library policy is to have filters on all public computers, talk to your administrator about the need to be able to override the filter for free public access to government information resources. Library staff should be able to override or turn off the filter for depository users. Use or access to depository resources may be unmediated or mediated. Public access computer workstations may require user authentication for security reasons; however, signage (on computers, posted at tables, on desks) MUST indicate that users may inquire at the public service desk for assistance. Your library may provide guests the ability to log in at a workstation or staff may log them in at authenticated stations. At a minimum, if all workstations providing Internet access require authentication, your users should be directed to public service desks for assistance through mediated searching. Libraries should address the provision of depository information to minors that might otherwise be subject to restricted access. Any Internet security policies MUST insure depository resources are not denied to your users because of their age. 4.9 Did you realize that you don't have to...? Provide free printing or photocopying. Your depository library may charge the same fees for printing and photocopying depository information resources that it charges for non-depository materials to be copied or printed. Downloading, however, MUST be available without fees. Your depository library is not required to provide storage media, such as floppies or USB drives, unless they are provided for users of non-depository materials. In that case, the same charges may be applied. Circulate depository materials. Your depository library has the option of establishing its own circulation policies for the use of depository materials outside the library. Maintain identical public service hours at the general reference and documents service desks. 4.10 Important for Library Administrators The Federal Depository Library Program was established to provide the residents of the United States with access to government information. Public access to this information remains the highest priority of all Federal depository libraries. Your depository library has a fundamental obligation to provide free public access to depository information resources and to minimize other barriers to public access to the library’s depository facilities, collections, and services. In general, access to, and services in the use of, depository information resources should equal or exceed those applicable to your other library collections and services. Your depository library MUST offer the general public free access to online Federal Government information provided through the FDLP. Such access SHALL be provided to any library user free of fees or other restrictions such as age or residency status. Filtering software may restrict access to official FDLP information, for example in the health or biological sciences fields. Therefore, the depository library MUST allow users the option to use workstations without filtering software or have the capability of turning off the filter while searching FDLP information resources. If your library provides reference services using methods other than in-person contact for your primary user groups (such as through phone, mail, fax, email or chat), these same or comparable methods of obtaining reference service should also be available to members of the public using the depository collection and government information. Your depository library should have a written policy regarding public services for government information in electronic formats that includes provisions for no-fee access to electronic government information in tangible format and on the Internet for all users. Signage throughout the library and other library policies MUST be in accordance with these policies. Your depository library has the option of establishing its own circulation policies for use of depository materials outside the library. However, the principle of comparable treatment in public services of depository and non-depository collections should be used in determining circulation policy for depository materials. The general public MUST be able to access your depository’s collections and services outside standard business hours if the library’s primary clientele is able to do so. Comparable service to both depository and non-depository materials can be provided through the integration of depository services into an overall reference policy to ensure assistance is available at all times. Your depository library SHALL post signage or the depository emblem in a prominent location, preferably visible from the exterior of the library, indicating that your library is a Federal depository and that government information resources and services in the use of those resources are available from your library for your primary users and the general public without charge. Remember the FDLP logo should also be placed in a prominent location on your library web site or web pages. This informs online users that your library is a Federal depository and that government information resources and services in the use of those resources are available at your library or through the Web. Your depository should develop user behavior policies to address conduct problems of all users regardless of age. See Persistent Problem Patrons: What to Do When a Patron is Violating Library Conduct Policy. Depository libraries cannot deny access to depository resources to users because of their age.

Friday, 14 November 2008 | 2 hits

138. Chapter 5: Depository Collections

Details the scope and purpose of the depository collection, explains the importance of a collection development policy, describes item selection procedures, lists tools for building a depository collection, suggests additional ways to enhance a depository collection, discusses managing a depository collection, and describes the process for discarding depository material. 5.1 What’s New or Important 5.1.A The Transition in Federal Depository Collections Since 1996 with changing agency publication practices and the increasing availability of online publications, the Federal Depository Library Program (FDLP) has migrated to an increasingly electronic collection. Although many depository libraries, particularly Regional libraries, will continue to maintain large print and microform collections, the Government Printing Office (GPO) has made great strides in disseminating government information in electronic-only formats. The implications of this significant change will vary depending upon the type of depository library you currently manage. Regional depositories will continue to build and maintain comprehensive depository collections and acquire government information products in all formats while selective depositories may choose to build primarily electronic depository collections. See chapter 13 in this Handbook for more information on transitioning depository collections. Selective depositories have the option to collect an electronic item in lieu of the paper equivalent as detailed in the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications. This change alone will have significant impact on such important issues as storage, service, length of retention of electronic items, and bibliographic access. 5.1.B Approaches to Collection Development and Management Cooperative collection development to support interlibrary loan, virtual reference, and other collaborative efforts is vital since no one depository library can meet the Federal Government information needs of a varied population, whether local or remote users. Given the new electronic milieu, your depository library is likely increasing its reliance on networking to share collections, to provide access to users, to practice cooperative collection development and to perform mutual bibliographic control. The challenges in your physical space may be overcome by the management of electronic resources. Specifically, access to the digital collection will require different approaches to collection development and management. Some portion of your collection will be accessible 24/7 for users in the library and users accessing the library resources remotely. As a result, you may see reference responsibilities change as well. Virtual reference, chat, and instant messaging (IM) expand the range of service models available to provide reference to remote users seeking information about depository materials. Additionally, the evolving role of depository librarians within their respective institutions and changes in organizational models for libraries may be reflected in changes in collection management and staff roles. You may be designated specifically as the depository coordinator or you may be a part of the larger library staff, but you serve as the contact for the depository collection and maintain responsibility for training staff throughout the library on depository materials and operations. Although many new changes have manifested themselves over the past several years, there are still some constants about being a depository library. For example, while electronic information now dominates as the main means of dissemination, collection development still remains relevant. Federal depository libraries build and maintain a depository collection in order to provide access to and services in the use of Federal government information products that meet the needs of its local community. Acquiring electronic information that falls outside the purview of GPO should be factored into any policies or any guidelines you develop as part of an overall collection development policy. Also, the challenges of item selection when developing an electronic collection should be considered when developing your depository library’s collection development policies. GPO continues to reexamine and evaluate the item selection mechanisms. Keep informed of the changes to item selections at the FDLP Selection Mechanisms web page. The needs of your user community are still one of the most important criteria used in collection development. You should continually assess user and community needs and provide access accordingly. This doesn’t mean you have to re-invent the wheel each time. Instead, you should continue to review federal, local, state, and regional web sites to provide new resources and links to your users. Finally, as more and more government information is available only in an electronic format, remember that providing access to a depository collection for your local community will offer new and different challenges. As explained in more detail below, the suggestions and guidelines offered should be used as a means to enhance collection development activities in your depository library. 5.1.C Scope of Your Depository Collection The depository collection provides government information resources that meet the needs of both your primary and general public users. Therefore, the scope of your collection should be broad enough in subject, format and age-appropriateness to meet those needs while being sufficient in depth to accommodate reference and research services. Some titles for government information resources are considered essential; others are basic to a collection and still others are highly recommended. Your depository should include government information resources specific to your state, region, or congressional district. 5.1.D Purpose of Your Depository Collection The FDLP is based upon the principle that citizens have “free, unimpeded, local access to official information produced by their Government.” Enabling legislation for the depository libraries and their collections resides in Title 44, chapter 19 of the U.S. Code. Historically, depository collections have been developed with two major purposes: To serve the local clientele of the Congressional District, and To provide public service for U.S. Government publications collections Providing no-fee public access to Federal Government information is the guiding principle under which public officials designate depository libraries; therefore, the Federal Government information needs of the general public MUST influence the collection development of depository libraries. A majority of libraries that are designated depositories have, as their primary mission, a commitment to serve a particular patron group (students, judges, etc.). While these libraries focus collection development more closely on the needs of their primary patrons, they MUST also serve the Federal Government information needs of the general public. The Collection Development Guidelines for Selective Federal Depository Libraries, although dated, still represents a comprehensive guide to collection development and the issues that MUST be considered when developing policies. Collection development program and performance goals include: Each depository library should maintain the titles in the FDLP Basic Collection available for immediate use; Each library should acquire and maintain or otherwise provide access to the basic catalogs, guides and indexes, retrospective and current, considered essential to the reference use of the collection. This should include selected non-Governmental reference tools. Although more details follow, in general, each depository should maintain a specific written collection development policy (or include in the larger library collection development policy) the following: the selection of frequently used and potentially useful materials based on the objectives of the library; the selection of materials responsive to the Federal government information needs of the users in the Congressional district and local area where the library is located Each depository library should conduct a comprehensive review of its selections regularly in order to insure that needed materials are selected and that materials, no longer of use, are deselected. Depository libraries, either solely or in conjunction with neighboring depositories, should make demonstrable efforts to identify and meet the Government information needs of the Congressional district or local area. Depository libraries should coordinate item selections with other depositories in the Congressional district and local area to insure adequate coverage that meets local needs Most depositories are designated to serve a particular U.S. Congressional District. The number of depositories in a congressional district, the geographic area of the congressional district, the type of library, and even the existence of established interlibrary cooperative arrangements, could dictate a local public service area other than the U.S. Congressional District. These local public service areas, if different from the congressional district, should be negotiated among neighboring depositories to ensure all areas of the congressional district are served. With agencies publishing in multiple, but primarily electronic formats, management of a depository collection shifts to ensuring access to government information in all formats. Regardless of the format, the purpose of the depository collection resides in offering unrestricted use of Federal government information. As technologies advance, depository collections will continue to provide one-stop access for patrons in using, accessing, and understanding government information in any format and to serve as a gateway for all users. 5.1.E Importance of Collection Development Policies Your collection development policy should be documented. This is important for both regional and selective depositories. For regionals, it may be helpful that the policy includes the formats in which they will collect Federal Government information resources and it may discuss how the regional will supplement and promote those resources. The policy may also include how the depository will best meet user information needs. Although applicable to all depositories, a collection development policy is particularly important to your depository library if it is a selective depository where the selection of appropriate government information resources is more critical to building a relevant depository collection for your users. It is important to work within your larger library’s collection development policy parameters, making sure the depository has its own separate policy that fits into the overall library policy, or that the policy for the depository integrates well into the one for your larger library. Collection development policies may discuss retention, disposal, and maintenance of a dynamic depository collection. Also, your collection development policy should address issues in managing electronic information as well as paper and microform tangible information products. As GPO develops requirements for the Future Digital System (FDsys), discussions with the community about the need for and the feasibility of digital distribution continue. There are resources available for those interested in digital distribution and transitioning depository collections. For those seeking information on transitioning to a more online depository collection, review “Considerations in Selecting Online Publications” (see Administrative Notes, July 15, 2003, Vol. 24. no. 9) and the "Tips to Effectively Transition to a More Online Federal Depository Collection" document released in November 2005. For those seeking information on FDsys digital distribution, see the Fall 2006 Depository Library conference session on "Digital Distribution to Depository Libraries: Exploring the Issues". Additionally, the conference included a session on "Trials, Tribulations, and Triumphs of Transitioning Depository Collections" with practical advice from depository coordinators. 5.2 Building Your Depository Collection 5.2.A The Collection Development Policy Building a depository collection begins with a well written collection development policy, regularly reviewed and updated as appropriate. It should include the following to maximize your service to the community: A community analysis of the Federal government information needs of your library’s users to include subjects, formats, languages, special products, and age-appropriate materials. Identification of the information needs of the Congressional district, state, region, or local area, and collect only the items best suited to meet those needs. Strategies for meeting the Federal Government information needs of the primary library patron community and, if different, the general public. This may include cooperative collection development efforts with neighboring depository libraries. Procedures for providing documents requested by users but not selected by your library; this may mean inter-depository coordination of selections, cooperative collection development, and interlibrary loan to provide access in your local area to seldom used items. Intensity levels and subject strengths of your existing collection which you may want to continue and enhance, or which you may want to transfer to another depository to strengthen their collection. Practical guidelines for format selection decisions based upon your users’ needs. Library Services and Content Management (LSCM) no longer requires depository libraries to maintain a specific selection rate; it is based upon whatever rate meets the information needs of your users. This rate could be 10% or it could be 90%. Remember that selection rates traditionally served as a benchmark for comparing the size of your library’s document collection with other libraries of similar size and type. These rates can be an indicator of how much physical space your tangible collection requires, but selection rates are beginning to be a moot point in an electronic era. However, selection rates remain a good indicator of the work load in your depository. Provisions may be made in your collection development policy for acquiring or locating audio, Braille, large print and foreign language editions of a range of government resources, noting also the availability of video, film, photograph, map and other non-print archives. If access is being provided electronically via a commercial source, provisions should be made to provide access to the public, ensuring a sufficient number of terminals for in-library usage, for example. If your depository library also purchases commercial products, depository coordinators can consult the periodic review of scope and search features to determine if the collection should include access to titles through those products, to titles available in tangible and/or electronic formats through the FDLP, or a blend of formats and access points. Relevant print and electronic indexes should be available in your depository to facilitate access to the depository collection. 5.2.B. Item Number System Item numbers are fundamental to the depository library system. Each item number represents a series or group of related publications issued by a specific Federal agency and available for selection by depository libraries from GPO. An item number assigned to a series may also govern the distribution of closely related series of a similar nature, e.g., numbered manuals with similar content issued by the same agency. In this instance, the library selecting this item would receive the related series as well. The addition of new series to item numbers is announced on shipping lists and in Administrative Notes Technical Supplement. The Technical Supplement is available on-line via the WEBTech Notes service. For agencies whose scope and publications are limited, e.g., Fine Arts Commission, Marine Mammal Commission, etc., one item number has been established to cover all publications issued. New depositories will begin receiving items they have selected within one month of receipt by LSCM of their item selection profile. All other selections are dependent upon the annual item selection update cycle which is described below. Bear in mind that selection of item numbers 0556-C and 1004-E is mandatory. Libraries should retain historical files as they may contain information about when an item was selected, dropped, discontinued, superseded, changed format, changed SuDocs class number, sent to a selective housing site, etc. If these data are vital to the administration of the depository operation, be cautious about the disposition of item cards. If item cards are no longer maintained by the library, other means of establishing the item selection history MUST be in place, e.g., archiving copies of the Item Lister records, maintaining a local database, customizing electronic files from data downloaded from the Federal Bulletin Board, FDLP Desktop, etc. 5.3 Updating Selection Profiles Depositories are notified by LSCM shortly before each annual item selection update cycle begins. It is important that selections be centrally coordinated within the library and accurate records kept to avoid misunderstandings. Changes to a library's selection profile are made by inputting item numbers using the Amendment of Item Selections procedure. Additions to selections may be made only during the annual item selection update cycle or an item survey. All selections should be reviewed regularly to ascertain their appropriateness and to adjust selections to the changing Federal Government information needs of patrons. Depository staff should consult the List of Classes and Administrative Notes Technical Supplement to verify the availability of items. Remember that all depository libraries are required to select item numbers 0556-C and 1004-E. LSCM recommends that a zero-based review be conducted annually or at least every 2 or 3 years. Zero-based means to review non-selections as well as existing selections for pertinence to your community’s information needs using the List of Classes and other selection tools. If some currently selected items are judged inappropriate for the collection, these items should be deleted from the library’s selection profile promptly. Deletions can be made at any time and become effective within 72 hours of submission. In the case of materials that are sent from outside vendors, such as microfiche, it may be several weeks before shipments stop. When an item is dropped, however, all materials previously received under the item number unless superseded MUST still be retained for the statutory five-year retention period before they can be offered on a disposal list to the regional library. A list of each depository library's selections is available using the Item Lister and the Documents Data Miner. New item selections from the annual item selection update take effect after October 1st. New selections will not be distributed until after that date. Libraries cannot claim new selections before October 1st. Publications cannot be furnished retroactively. New selections can only be furnished to libraries as new items are ordered by and printed for the issuing agency. Regional depository libraries receive nearly all depository items shipped by GPO. Some publications, such as Congressional hearings and the Federal Register, are issued in both paper and microfiche formats. Only regionals may select both formats for these titles although they may choose to collect only one format. Selective depositories should depend upon the regional for seldom-used items. On rare occasions, LSCM receives only a limited number of copies of a publication from a department or agency for distribution to depository libraries. These copies are sent to all designated regional depositories; the remainder is made available to selective depositories through a "special offer" on a first-come, first-served basis. These materials are usually retrospective runs of series. These special offers are announced through Administrative Notes, notices on the depository shipping lists, or on the FDLP Desktop. Cooperative collection development and interlibrary loan can also provide access within a local area to rarely used items. The Documents Data Miner, a State Plan, or consortia can assist with these activities. Depository librarians are now permitted to substitute electronic versions as the sole "copy" for some tangible FDLP publications provided the electronic version is complete, official, and permanently accessible. These conditions are outlined in FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications. Titles appearing on the Guidelines are not the only titles than can be substituted; examples of other titles that may be substituted include: Any title that appears as content on GPO Access. Examples are the Federal Register, the U. S. Government Manual, Weekly Compilation of Presidential Documents, Code of Federal Regulations, etc.; Any title for digitized material from content partnerships such as titles from the Cybercemetery, the Homeland Security Digital Library, etc.; Any title that has been archived by GPO. Examples of these include: Antitrust Division Manual, Appalachian Reporter, Probabilistic Dose Analysis Using Parameter Distributions Developed for RESRAD and RESRAD-BUILD Codes (NUREG/CR-6676). 5.4 Dissemination of Electronic Online Titles Depositories are encouraged to add item numbers for electronic only titles to their selection profiles. Access to these titles is provided via the Persistent Uniform Resources Locator (PURL) included in the Machine Readable Cataloging (MARC) records available in the Catalog of U.S. Government Publications (CGP). A list of new electronic only titles is also posted monthly. GPO also encourages depositories to include MARC records for electronic only titles in their local catalogs. GPO offers two options for downloading records from the CGP. Up to 20 records may be e-mailed at a time from the CGP. Depositories may also download up to 1,000 records at a time using our Z39.50 client. Information on how to connect to our Z39.50 client is available here. A Frequently Asked Questions (FAQ) page for the Z39.50 is available here. Remember when you add electronic only titles that you will not receive anything tangible for those titles. 5.5 Tools Available to Help You Select Items for Your Depository Collection Once your library has been designated as a Federal depository, you may select as many or as little government information products necessary to meet the needs of your users. Regional depository libraries, however, MUST select everything and keep it permanently whereas selective depositories have flexibility in what they collect and in the amount they select, and need only keep items for five years. Several tools exist to help you make item selections. These include the: List of Classes of United States Government Publications Available for Selection by Depository Libraries and the Union List of Item Selections, Basic Collection, Suggested Core Collections, and Essential Titles for Public Use in Paper or Other Tangible Format. The foundation of your depository collection should include titles derived from these tools. List of Classes of United States Government Publications Available for Selection by Depository Libraries and the Union List of Item Selections You can currently de-select items in your depository library’s profile at any time, but you can only add items once a year during the Item Selection Update Cycle which usually occurs in the calendar year during the month of June or July. The basis for selection is the List of Classes of United States Government Publications Available for Selection by Depository Libraries and the Union List of Item Selections. The List of Classes is a list of currently available products sorted by Superintendent of Documents (SuDocs) classification stem including item number, format, etc. While there may be several products in a variety of media listed under each item number, products can be selected only by item number. The List of Classes is updated semiannually in paper and the Union List of Item Selections is updated monthly on the Federal Bulletin Board (FBB). GPO will send out announcements when items can be added to your selection profile. You can review your library’s selection list using Document Data Miner 2 (DDM2), an invaluable collection of collection management tools for this purpose. The Union List of Item Selections is updated online and available for download. The List of Classes and Union List of Item Selections include publications having public interest or educational value which are issued by the various departments and agencies of the U.S. Government. Excluded from the lists are those publications issued for strictly administrative or operational purposes which have no public interest or educational value, those classified for reasons of national security, and those so-called "cooperative publications." “Cooperative publications are documents which must be sold in order to be self-sustaining. For this reason, printed versions are not available for free distribution through the FDLP. Such titles as the National Union Catalog, Federal Reserve Bulletin, and Prologue fall within this category. It’s a good idea to review items before you add them to your collection. If it’s an electronic item you can usually find links to it using tools such as the Catalog of Government Publications (CGP), Online Computer Library Center (OCLC), or through another depository’s catalog. The U.S. Government Bookstore is another good source for information on federal documents that are currently for sale. If the item is only available in print, contact your regional depository or a nearby selective depository to schedule a visit to their collection, or borrow representative issues through interlibrary loan. One of the advantages of being a member of the FDLP is free access to databases of Federal information that are otherwise commercially available. These databases include Stat-USA for trade and economic information and NOAA Climatic Data Center. These databases may be password protected and/or limited to a certain number of IP addresses in an institution. Contact askGPO for assistance with passwords. 5.6 Basic Collection The list of titles constituting the Basic Collection was first developed in 1977 to identify the most basic Federal publications for inclusion in depository collections. This list has been periodically updated since then. These publications are vital sources of information that support the public's right to know about the workings and essential activities of their Federal Government. The Basic Collection serves as a good resource when developing and maintaining a depository collection. Your depository library is expected to have the titles in the Basic Collection accessible for immediate use by your users. How this is accomplished is a local decision. However, merely linking to GPO Access or the CGP does not provide sufficient access to all of these titles. While access is best accomplished by cataloging the titles and including active hyperlinks in the bibliographic record, other alternatives are also available to depositories to include: Link to all the titles in the Basic Collection from the library's Web site; Catalog the Basic Collection using a collection level record and including a hyperlink; Link to the Basic Collection Web page from the library's Web site; Purchase and make available commercial equivalents (tangible or electronic) of the Basic Collection titles; and Incorporate Basic Collection titles into topical bibliographies or guides. These are the titles in the Basic Collection (created May, 2004): Title SuDoc # Item Format American FactFinder C 3.300: 0154-B-16 EL Ben's Guide to U.S. Government for Kids GP 3.39 0556-C EL Budget of the United States Government PREX 2.8 0853 P PREX 2.8: 0853-C-01 EL PREX 2.8/1: 0853-C CD Catalog of Federal Domestic Assistance PREX 2.20 0853-A-01 P PREX 2.20: 0853-A-09 EL Catalog of U.S. Government Publications GP 3.8/8-9 0557-F EL Census of Population and Housing: Population & Housing Unit Counts (all states, U.S. Summary, and Puerto Rico) (Series PHC-3) C 3.223/5: 0159-C-(#) P C 3.223/5: 0159-G-(#) EL Census of Population and Housing: Summary Population & Housing Characteristics (all states, U.S. Summary, and Puerto Rico) (Series PHC-1) C 3.223/18: 0159-B-(#) P C 3.223/18: 0159-H-(#) EL Census of Population and Housing: Summary Social, Economic, & Housing Characteristics (all states, U.S. Summary, and Puerto Rico) (Series PHC-2) C 3.223/23: 0156-M-(#) P C 3.223/23: 0156-O-(#) EL Census of Population and Housing: Social, Economic, & Housing Characteristics (Island Areas) (Series PHC-4) C 3.223/23-2: 0156-M-54 P C 3.223/23-2: 0156-O-54 EL Code of Federal Regulations AE 2.106/3: 0572-B P AE 2.106/3: 0572-B-01 EL AE 2.106/3: 0572-C MF Congressional Directory Y 4.P 93/1:1 0992 P Y 4.P 93/1:1 0992-A-01 EL Congressional Record (daily) X 1.1/A: 0994-B P X 1.1/A: 0994-B-01 EL X 1.1/A: 0994-C MF Constitution of the United States of America: Analysis and Interpretation Y 1.1/3: 1004-E-01 P Y 1.1/3: 1004-E-02 EL County and City Data Book C 3.134/2: 0151 P C 3.134/2: 0151-A-02 EL C 3.134/2-1: 0151-D-01 CD Economic Indicators Y 4.EC 7:EC 7 0997 P Y 4.EC 7:EC 7 0997-A EL Economic Report of the President PR 43.9: 0848-F P PR 43.9: 0848-F-01 EL Federal Register (daily) AE 2.106: 0573-C P AE 2.106: 0573-F EL AE 2.106: 0573-D MF GPO Access EL Bicentennial Edition: Historical Statistics of the United States, Colonial Times to 1970* - Part 1 and Part 2 C 3.134/2:H 62/970 0151 P and EL Occupational Outlook Handbook L 2.3/4: 0768-C-02 P L 2.3/4: 0768-D-02 EL Public Papers of the President AE 2.114: 0574-A P AE 2.114: 0574-A-02 EL Sales Product Catalog GP 3.22/7: 0552-B-01 EL Social Security Handbook SSA 1.8/3: 0516-C-01 P SSA 1.8/3: 0516-C-03 EL STAT-USA (askGPO for password) C 1.91: 0128-P EL Statistical Abstract of the United States** C 3.134: 0150 P C 3.134: 0150-A-02 EL C 3.134/7: 0150-B CD Statutes at Large AE 2.111 0576 P AE 2.111: 0576-A EL Subject Bibliographies GP 3.22/2: 0552-A EL United States Code Y 1.2/5: 0991-A P Y 1.2/5: 0991-A-01 EL Y 1.2/5-2: 0991-B CD United States Government Manual AE 2.108/2: 0577 P AE 2.108/2: 0577-A-01 EL United States Reports JU 6.8: 0741 P JU 6.8: 0741-A EL USA Counties** C 3.134/6: 0150-B-01 CD Weekly Compilation of Presidential Documents AE 2.109: 0577-A EL * Title may not be available at all depository libraries as it was distributed in 1976. It can be purchased through the GPO Online Bookstore. ** Copyright restrictions prevent the inclusion of some tables in electronic versions. Format designations: P = Paper EL = Online electronic format CD = CD-ROM MF = Microfiche 5.7 Suggested Core Collections The core collection list in Appendix A in this Handbook is annotated to indicate titles suggested for academic, public, and law libraries. Large depository libraries (over 600,000 volumes) would select most of the titles indicated for their type of library as a matter of course. Smaller depository libraries (up to 150,000 volumes) and medium depository libraries (150,000 - 600,000 volumes) should review the list, and select any titles that seem pertinent to the institution mission and the information needs of the community. In an attempt to present a broad range of selections, the core list errs toward the inclusive. It can be used as a benchmark for startup collections, but should also be consulted when evaluating existing collections. 5.8 Essential Titles for Public Use in Paper or Other Tangible Format A variety of formats are disseminated through the FDLP. Specific titles are to remain available for selection in paper format, so long as they are published in paper by the originating agency because these titles contain critical information about the activities of the U.S. Government or are important reference publications for libraries and the public. Maintaining the availability of these "essential" titles for selection in paper format has been deemed essential to the purposes of the FDLP. The list of Essential Titles for Public Use in Paper or Other Tangible Format is a good place to begin selection of titles in paper format for your depository and a better place to assess the maintenance of these titles in paper format. The list was developed using input provided by the depository library community. Discussions concerning what titles were essential to the public and to FDLP libraries in paper format were held in conjunction with the development of the "Dissemination/Distribution Policy for the FDLP" in October 2000. An initial list published in the 1996, Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program, served as a foundation for this document. Titles may be added or removed from this list. Titles recommended by the library community will be considered for inclusion in this list. Titles will be removed when it has been determined that the agency has ceased publication in paper. Major changes in the operations or funding of the FDLP may cause this list to be modified at any time. Publications not available in electronic format, as well those determined to be appropriate for distribution in tangible format under the Superintendent of Documents' Dissemination/Distribution Policy for the Federal Depository Library Program (SOD 301, dated September 28, 2006), will be distributed in tangible format. Selection of the U.S. Congressional Serial Set and the bound Congressional Record, included in the Essential Titles for Public Use in Paper or Other Tangible Format list, is limited to regional depository libraries and one designated library in each state without a regional. 5.9 Additional Ways to Enhance Your Depository Collection You should investigate cooperative acquisitions with neighboring depositories and seek to avoid unnecessary duplication of materials with neighboring depositories. Prudent selection leads to more efficient use of library resources; it expands the availability of resources in your geographic area and optimizes the time staff are engaged in technical services. The State Plan for each state, if available, may discuss cooperative acquisitions and collection development relationships of the selective depositories in your state or region so all of the depositories work together to provide a complete collection of Federal Government publications to serve all of the users in the state. Access to government information products may be enhanced through the use of indexes. Relevant print and electronic indexes should be available in your depository to facilitate access to the resources in your documents collection. As electronic items are added to the depository collection, ensure you're providing users the ability to locate these items which may be through a database, index, or web site search. You should consult reference staff and professional literature to discover new publications to add to the collection, or to assess demand, and to supplement other publications where appropriate and needed. New information gained by keeping abreast of changing demographics in your community or new businesses that have moved into your community are useful in helping you collect materials that effectively serve the users in your Congressional district. Special materials are offered through distribution to the FDLP. Special materials include maps, audio, Braille, large print government documents, foreign language items, and other special materials. You should closely monitor user needs for special materials. In particular, you might track the demand for maps or for government documents in specific foreign languages, and if so, which languages. If demand warrants, then you should select these types of government information resources. You may also want to purchase commercial equivalents or value-added depository items if this serves your user needs. 5.9.A Maps The selection of maps for your depository library will fall under the same general collection development policies that have been established for your larger institution. However, there are factors in the development of map collections which should be considered and which are specific to maps as a format. The following factors impact the development and use of a map collection in a depository. Circulation of the map collection; Security of the map collection; some maps are rare and valuable and as such, they have been targeted for theft from some libraries; Extra clerical help required for processing the number of maps which may be seasonal depending on the frequency of map distribution; Care in handling maps; Specialized supplies, equipment or furniture required for processing, handling, storing, servicing, and using maps; Map cabinets, wall hangers, pigeon hole or other shelving devices may have to be purchased. For collection development purposes, maps of a library's local area and region are always in higher demand than those of other states and regions. If it is possible to select a series by state, a library in, for example, New Jersey should consider whether it really needs detailed coverage of Texas or other far away states. Consider the scale of the maps that you are considering for selection. A large scale map, such as the 1:24,000 topographical map, will have many more sheets and require more map case space than a map at the scale of 1:100,000 to cover the same geographic area. The availability of electronic maps MUST also be considered. The advent of the “digital age” has led many Federal agencies to shift their map publishing and distribution efforts from print to a combination of print and electronic resources. Government-issued cartographic materials are now increasingly—and in a growing number of cases, exclusively—available in electronic format as scanned images and digital maps (both of which can be viewed online, printed or downloaded as an image file), or maps produced on-the-fly with Web-based mapping applications, also known as Geographic Information Systems (GIS). A list of maps available for selection by depositories can be created using Documents Data Miner 2 by conducting a title search for “map” in the List of Classes database. Your depository may wish to consider providing GIS services to your patrons. Geographic Information Systems (GIS) is a computer-based system that stores geographically referenced data linked to textual attributes (a database) and allows for mapping, display, analysis, and modeling. The majority of GIS data from the Federal Government is available for selection in CD-ROM form. These CDs are divided into three main types 1) those with an internal GIS, 2) those with GIS files that can be used with third party software without the need to be processed, or 3) both. In addition, GIS data is available through online resources. Prime examples include Geodata.gov and The National Map. Software by various companies can be used to view, analyze and display data. As with most technology, GIS is not useful without people to manage the system/software or to utilize it. One of the most challenging aspects of having a GIS service is staffing. Additional information regarding map collections can be found in Appendix C in this Handbook. 5.9.B Non-Depository Materials The acquisition of non-depository materials becomes more crucial in an electronic environment. With the advent of desktop publishing more and more federal agencies are disseminating information directly to the Internet, thus avoiding GPO altogether. While GPO is engaging in numerous efforts to reconcile this, it becomes more incumbent upon you as the depository librarian to exert efforts to capture, retain, and provide access to these electronic materials. GODORT maintains the Government Information and Depository Management Clearinghouse of resources to explain and assist depository coordinators with collection development. There are also numerous sources that you can consult to acquire non-depository materials. Using GOVDOC-L, a moderated discussion list for government information, depository library issues, and depository librarians is an excellent source to learn of non-depository materials. Another valuable resource is the ASI (American Statistics Index) non-depository microfiche collection. There are also numerous trade journals, reviews, and other resources available for consultation in the procurement of these materials. Lastly, writing directly to federal agencies to acquire materials can yield some success. 5.9.C Fugitive Documents [LostDocs] Fugitive or “lost docs” are defined as those documents of public interest or educational value, and not classified for reasons of national security, which have not been acquired for distribution to Federal depository libraries or disseminated through the Catalog of U.S Government Publications (CGP). LSCM asks depository libraries to assist in notifying LSCM of documents that have not been made available through the depository program. To notify LSCM, you can use the online form to report lost or "fugitive" documents. 5.10 Managing Your Depository Collection Managing a depository collection is complex because some aspects of management are mandated while others require a professional understanding of the interplay of various collections, both in your larger library and within your state or region. It also requires a solid understanding of the services your library provides in the use of government document collections including access, reference and research, and referrals. 5.10.A Claiming Depository Publications Publication runs of tangible materials are often quite limited. Therefore it is important to check shipping lists as soon as possible to make sure all items have arrived. If you delay claiming missing items, GPO may not be able to replace them. GPO has a “Claims Copies Exhausted" web page that identifies items no longer in stock. Check this webpage before using GPO’s online Web Claim form for missing items. See chapter 6 in this Handbook for more details on claims. 5.10.B Superseded Publications In following, the superseded and substitution guidelines, tangible products which appear on the Superseded List and are substituted with an electronic equivalent may be superseded in the normal fashion. Superseded materials should be systematically identified. If retained for historical purposes, they should be physically marked as superseded. The supersession note or stamp may say "superseded" or may include a phrase such as "later edition may be available". Special requirements for charts and maps can be found in Appendix C of this Handbook. Superseded items may be withdrawn immediately from the collection; refer to the latest superseded list. Publications, maps, CD-ROMs, and other depository materials that are superseded may be treated as secondary materials as soon as the update or the final version of the publication is distributed by GPO. Individual titles, serials, and series can be found in the Superseded List. The instructions in the Introduction to the Superseded List apply to all depository libraries. For titles not listed in the Superseded List, the FDLP Guidelines for Determining Superseded Materials and the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications should be consulted. In using the FDLP guidelines when substituting, depository coordinators may use professional judgment to determine when an online version has superseded a print version. It is important to understand the differences between the Superseded List and the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications to properly manage your depository collection. Discards and substitutions are explained in this chapter as well as in chapter 6 in this Handbook. 5.11 Preservation and Disaster Preparedness For more than 140 years, depository libraries have supported the public's right to Government information by collecting, organizing, and preserving it, and by providing assistance to users. You should consult chapter 8 in this Handbook for details on the proper preservation procedures for your depository collections. In the event of a natural disaster, arson, flood, etc., your library MUST immediately inform the Superintendent of Documents in writing. Your library MUST then make every reasonable effort to replace or repair the Federal Government property that has been lost or damaged. As GPO does not maintain retrospective stock, your library might find it difficult to completely replace all missing items. As a minimum effort, however, State discard lists, GPO's Sales Program, the national Needs and Offers list, and commercial vendors should be canvassed in an attempt to replace those materials lost. To learn more about Disaster Preparedness and Recovery, see chapter 14 in this handbook. When depository library materials are badly damaged or decomposed as the result of a natural or man-made disaster, the regional depository coordinator may authorize the bulk disposal of such materials and bypass Needs & Offers lists. GPO does not require damaged materials be offered to other depositories. It is advisable and prudent to carry insurance covering the Federal depository collection as part of your larger library holdings. See chapter 14 in this Handbook for more information. 5.12 Withdrawal of a Government Information Product from Your Depository Library GPO is entrusted by the Congress with the stewardship of all formats of depository materials, both as U.S. Government property and as intellectual property for free distribution and public use. Only the Public Printer, the Superintendent of Documents, or their agents can legitimately order your library to withdraw a document from its depository holdings. The Superintendent of Documents may order publications withdrawn for reasons of national security, incorrect or misleading information in a publication, or for any other cause deemed to be in the public's interest. GPO's policy on the "Withdrawal of Federal Information Products from GPO's Superintendent of Documents (SOD) Programs (SOD 110)" details the steps to be followed in the event of such a withdrawal. Depository coordinators will be informed by GPO in the event of a withdrawal or recall. Any instructions from GPO regarding the withdrawal, disposal, or removal of depository materials will be issued formally through written communication and posted to the Federal Depository Library Program Listserv (FDLP-L) with details as to the procedures to be followed. From time to time, the Superintendent of Documents will ask depositories to return a specific publication to GPO, or to destroy it, because it is defective, or for other reasons. If this happens, a letter from the Superintendent of Documents will be placed in shipment boxes and will also appear in Administrative Notes. Your depository library MUST comply with such requests before the GPO deadline. 5.13 Replacement of Lost, Worn, or Damaged Depository Materials Depository copies may become lost, worn, or damaged. Under the Principle of Comparable Treatment, depository materials should be replaced using the same replacement policy that the larger library uses for non-depository materials. You should make a reasonable effort to replace these materials. You can consult the regional depository to acquire about a reproduction. In some cases, such as large number of pages or large format, the regional may send the publication to your library to make the copies and then ask you to return the original item to the regional. Alternately, the regional may create scanned files to replace print publications or duplicate microfiche from the regional collection to replace missing microfiche. Numerous other sources exist for you to obtain a replacement copy such as the National Needs and Offers List, book vendors, and the issuing Federal agency. 5.14 Discarding Depository Materials To help manage the depository collection, some broad guidelines for retention and discarding materials exist. In general, all government publications supplied to your depository library under the FDLP remain the property of the United States Government and may not be disposed of, except as outlined in this Handbook. All depository materials MUST be housed in a manner that facilitates preservation and access. 5.14.A Retention Guidelines Retention guidelines vary by the type of depository library. Regional depository libraries have different retention guidelines from selectives. Also, federal libraries that are designated depositories have different retention guidelines. The principal responsibility of a regional depository library is to ensure the comprehensiveness and integrity of the government information resources in the State or region. Therefore, if your library is a regional depository, the library MUST receive and permanently retain at least one copy of every publication received through depository distribution, except for those publications listed as superseded in the Superseded List. If your library is a selective depository served by a regional depository, you MUST retain for the statutory minimum period of five years from receipt after securing permission from the regional library for disposal in accordance with the provisions of Title 44, United States Code, Section 1912. Federal agency libraries that are designated as depositories have different depository retention periods; they have no prescribed retention period. 5.14.B Discards by Selective Depositories Title 44, United States Code, Section 1912, authorizes regional depositories to permit selective depository libraries for which they have responsibility to dispose of Government publications which have been retained for at least five years from receipt. Discarding is a privilege granted by the regional depository library and not a right of the selective. The regional library may refuse to grant permission for disposal of any publication that it feels should be kept by one of its depositories for a longer period of time. In order to ensure the effective functioning of the FDLP, depository libraries are expected to cooperate with GPO, their regional library and neighboring depositories. The documents coordinator MUST have a thorough knowledge of the existing guidance and policies of the FDLP. Regional depositories may allow selective depositories in their region to dispose of depository materials they have held for the five year statutory minimum. They will establish written procedures and guidelines for the transfer of these materials to other depository libraries in the region. Materials authorized to be discarded by the Superintendent of Documents do not require permission for disposal from the regional library (see Title 44, United States Code, section 1912). If your depository library is not served by a designated regional depository, you MUST permanently retain one copy of all Government publications received through depository distribution. The only exceptions are for superseded publications, and those issued later in another format (bound, microfiche, or electronic media). Government publications received from sources other than the FDLP may be disposed of as secondary copies or at the discretion of the individual libraries. If your depository library is served by a regional depository, you may dispose of any non-superseded publication which has been retained for at least five years from receipt, only after obtaining permission and receiving instructions for such disposition from the regional depository designated to serve your area. Provided permission is received from the regional, and the regional rules for discard have been followed, a title may be disposed of before five years when an electronic equivalent is substituted according to the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications. In order to reduce the burden on regional depository operations, discards of depository materials should be done on a regular basis, annually at a minimum. A depository is permitted to replace tangible versions with electronic equivalents provided the electronic version is complete, official, and permanently accessible. GPO Access databases on the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications meet these requirements. In keeping with the free access provisions of the FDLP, as required by law, Government information in electronic form MUST be free of charge to the user. 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 permission from the Regional 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. Because of the various methods of record keeping employed by depository libraries (manual files, online records, etc.), your depository MUST obtain guidance from the regional regarding the format and procedures to be followed in formulating discard lists. After adhering to the regional library's discard procedure, a selective library may treat the offered publication as a secondary copy, if neither the regional library nor the selective libraries in the State wish to obtain it. See the section below for procedures for handling secondary copies. Depositories are encouraged to participate in the national "Needs and Offers" list. 5.14.C Discards by Regional Depositories The instructions contained in this section apply to all regional depositories except for Federal agency libraries and the libraries of the highest appellate court of the states. These libraries are covered in the sections below. If your library is a regional depository, you MUST permanently retain at least one copy of every publication received through depository distribution, except for those publications listed as superseded in the Superseded List. As a regional depository, you should treat those discards from the library as "secondary" publications. Under the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications, maintaining a tangible copy within a state or region of the titles is still part of a regional depository library's mission. Your library as a regional depository plays a primary role in the disposal of depository materials. The responsibilities of a regional depository library regarding the handling of selective depository discards are detailed in chapter 12 of this Handbook. You should have developed and have a copy of the disposal guidelines for your region or state. 5.14.D Discards by Federal Libraries Depository discard procedures are different for Federal agency libraries. If you are a depository in a Federal agency library, you are not required to maintain depository titles for five years. Materials may be withdrawn at any time and disposed of after they have been offered to the Library of Congress. You are therefore requested to be judicious in the collection development process so that you do not select too many materials you will not acquisition into your library holdings. For more full details on discards by Federal Libraries, consult chapter 15 in this Handbook. 5.14.E Discards by Highest State Appellate Court Although this chapter generally refers to all Federal depository libraries, the highest state appellate court libraries that have been designated under Section 1915 of Title 44, United States Code, have special rights. Under Federal law, if your depository is a library of the highest state appellate court, you are not obligated to: provide free access; retain publications for five years before discarding; and you do not have to work with a regional to discard depository materials. All depository materials remain the property of the United States Government. Depository libraries that were designated under the provisions of Section 1915 will discard their depository holdings under the provisions established for discarding secondary copies as outlined in this chapter. 5.15 Your Depository Cannot Financially Benefit from the Sale, Transfer, or Disposal of Government Materials Libraries cannot materially or financially benefit from the sale, transfer, or disposal of depository holdings, as these materials remain Government property. After following the procedures listed below, the depository materials entrusted to your library may be sold as publications or as waste paper. The proceeds of the sale, together with a letter of explanation, MUST be sent to the Superintendent of Documents. Depository materials may never be bartered for goods or services. 5.16 Secondary Copies/Duplicates Only the first copy of a publication is considered the depository copy and subject to the retention guidelines. The depository copy MUST be discarded according to the procedures set forth in this Handbook. Secondary copies are defined as depository materials which are duplicates (including reprints), superseded (including preprints), unrequested publications sent from GPO by mistake, or the depository holdings of the highest appellate court of the state libraries. Your library has the option of offering secondary copies to the regional library or on statewide discard lists, if the regional library so desires. All depository libraries should offer any secondary publications of value through the national Needs and Offers list which allows for material to be made available to any FDLP participant. Placing secondary depository copies on the Needs and Offers list makes the best use of Government publications for the benefit of all depository libraries. After this procedure has been followed to its conclusion, your library is then free to offer these depository materials to any public library or educational institution in the vicinity. Failing to find such a recipient after reasonable effort, your library may dispose of or recycle the various Government information products in all media at its discretion. 5.17 Substitution of Depository Materials Carefully examine electronic equivalents when substituting online versions of documents for tangible versions of the same document. Before substituting, closely examine the online resource to ensure it is a complete and official electronic equivalent of the same content available in the tangible format. Permission is granted to all designated depositories to substitute purchased microform copies and CD-ROMs for any depository holdings prior to the expiration of five years, provided that they are properly referenced, can be readily located, and are easily accessible to users. Proper reading equipment MUST be available for their use. As previously mentioned, with approval from the regional, permission is also granted for depositories to substitute electronic-only versions of some publications in tangible form. Guidelines have been issued for FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications. You should use professional judgment and consider patron characteristics, usage patterns, community needs, research requirements, and collection development policy when determining if electronic-only access is best suited for a given title. Issues to consider include: Is the title better suited in another format? What is its scope, purpose and intended audience? Is the title authoritative? What is the date range or coverage? Is the information time sensitive? Is the title's electronic presentation comparable to the tangible version? Electronic-only information may require more staff time to learn, train, and assist patrons. Staff levels in your library MUST be adequate to do this and other required depository tasks. Electronic-only information may limit the number of patrons who can use all parts of the collection at one time. The library MUST be committed to funding future upgrades of computer hardware, printers, and software to ensure an adequate numbers of computer workstations exist for public access to electronic Government information. Your depository library's policies for electronic formats and Internet use MUST be within the guidelines established by the FDLP. The Depository Library Public Service Guidelines for Government Information in Electronic Formats can be found here, and the FDLP Internet Use Policy Guidelines can be found here. Your library should properly reference the substitution so it may be easily located and accessible to users. This can be accomplished by creating shelf dummies, OPAC/shelflist notes, or Web links. Regional disposal guidelines should include cooperation among depositories to ensure that one or more libraries in the state or region retain a tangible version. The substitution guidelines can be negotiated in a State Plan. Maintaining a viable copy of these titles in tangible format within a state or region is still a part of a Regional depository library's mission. A Memorandum of Understanding between the Regional and other depository libraries serves as a mechanism to ensure that a tangible copy is available in perpetuity. The substitute copies will be treated as depository materials for the same retention period as the original publications, and they will be subject to the same rules and regulations that govern the care, treatment, and public access to depository materials during that time period. Since all depository materials remain the property of the U.S. Government, original depository holdings replaced by acquired copies MUST be offered to the regional depository library. Substitute copies may be removed or disposed of only by following established procedures for all depository holdings. Your library may not barter or exchange the original depository paper copy for a substitute. If disposition is by sale, the proceeds of that sale MUST be returned to the Superintendent of Documents. Several questions submitted to askGPO provide answers to clarify how to use the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications policy: Question: How long are Depository Libraries required to retain the paper copies of the Federal Register? Answer: According to the 2002 Superseded List, the retention policy for the Federal Register (AE 2.106:) states that selective depositories should "Keep current two years". Regional depositories have decided to retain additional years; therefore, you may always consult with your regional depository library should you have a request for issues from previous years. The Federal Register is also on GPO Access. Because it is on GPO Access, you may also apply the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications and substitute, with your regional depository library approval, the online version for your tangible copies. Question: In the 2002 edition of the Superseded List, p. 296--297, there is a policy note for classes Y 1.1/3--Y 1.1/8:. What does the policy note "Check online holdings before substituting" mean? Answer: "Check online holdings before substituting means that if a library wants to substitute paper or microfiche for the online House and Senate documents using these classes, they should first check to see if an online version of the complete and official document is available on GPOAccess. At one time, not all congressional documents were available online. 5.18 Relinquishing Depository Status If your library relinquishes status as a Federal depository, it does not have first claim on the materials received through the FDLP. You should be prepared to compile comprehensive discard lists and to request any materials you wish to keep. The regional may claim documents to fill gaps in its collection. Materials may be redirected within the FDLP to rebuild collections in depositories that have experienced a disaster. Remember, depository materials remain the property of the Federal Government. 5.19 Tips, Practical Advice, and Lessons Learned Your library should plan wisely when collecting material beyond the core collection. Keep in mind the resources required to process, manage, and house the materials. The collection development policy should include the reasoning behind collecting non-core materials, the format of materials to be collected, and the regularity of weeding and reviewing superseded publications. Work regularly with your Regional depository and GPO personnel. Draw upon their expertise and knowledge. To see examples of specific collection development policies browse the website at the University of Michigan. Most are examples of general collection development policies. There are a few material specific policies such as for maps or for posters. For additional information on "Managing Tangible Collections in an Electronic Environment", see the conference proceedings from Fall 2006. Write and keep your collection development policy up-to-date. Collect materials to enhance the library’s collection as a whole and to serve the information needs of all users within the Congressional district or local public service area. Consider using the selective housing approach to help spread the value of government publications and provide further outreach to the community. Although housing depository material in shared locations better serves the interest of the FDLP by placing the material in alternative locations where it will receive better use, the designated depository still bears responsibility for oversight to ensure that the legal responsibilities are met. Drawing on your collection development policy, publicize your collection—highlighting its strengths and materials of particular interest to your local community. Conduct continuous, constant, and ongoing networking within the library community as well as in your local community to identify ways to meet user needs. Draw upon assistance from government agencies and other resources in building your collection, replacing missing items when required. Nothing replaces a thorough knowledge of your collection. Develop regular reviews of the collection to familiarize yourself and your staff in the strengths, weaknesses, and unique characteristics of your collection. Share this information on a regular basis with all of the staff in your library; share it also at regional depository meetings. Remember you are not alone, and do not act in a vacuum. Solicit input from patrons, fellow library colleagues, and others when developing your collection. Rarely used publications may be borrowed from other depository libraries. Develop appropriate levels of service for electronic resources. Include this information in your processing, procedures, or technical services manual that is regularly reviewed and updated. Ensure all depository and library staff is familiar with it and that the manual is readily available to all library staff. Acquire publications to supplement your collection by contacting the issuing agency directly. Frequently, print copies are sent without cost or with only a minimal shipping and handling charge. Depository coordinators will find the Documents Data Miner 2, provided through a partnership with Wichita State University (WSU) Libraries and WSU Computer Center, an invaluable collection development and management tool. Remember the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications provide guidance in substituting and offer examples of materials that can be substituted. You may use professional judgment in substituting other materials that meet the criteria. 5.20 Did you realize that you don't have to... ? Be so concerned about a minimum level of selecting? Selective depository libraries should collect only what is required to adequately meet user information needs. Wonder about "Depository Library Basics"? Review the "Depository Library 101" handout 1 and handout 2 from Depository Library Council meetings Reinvent the wheel as you manage your depository collection? It’s OK to ask questions of your regional depository librarian, your colleagues, GPO Staff and others. 5.21 Important for Library Administrators Your depository library collection development policy should include a statement that the library should collect Federal government information resources that meet the needs of the community. Your depository library is expected to have the titles in the Basic Collection accessible to patrons. How this is accomplished is your local decision, however, merely linking to GPO Access or the Catalog of U.S. Government Publications (CGP) does not provide sufficient access to all of these titles. Your library MUST still collect publications to support the needs of the community you serve. Relevant print and electronic indexes should be available in your depository to facilitate access to the resources of the documents collection. As electronic items are added to the depository collection, ensure you're providing users the ability to locate these items which may be through a database, index, or web site search. If your depository library is served by a regional depository, you may withdraw publications retained for the statutory minimum period of five years from receipt after securing permission from the regional library for disposal. Publications distributed through the FDLP are, and remain, U.S. Government property.

Tuesday, 18 November 2008 | 8 hits

139. Chapter 6: Technical Services

Defines technical services and identification of technical service functions in a Federal depository, provides an explanation of depository shipments, details the procedures for claiming missing publications from depository shipments, includes a cataloging overview, and shares a list of resources that assist with cataloging and processing depository materials. 6.1 What’s New or Important The enhanced Catalog of U.S. Government Publications contains records dating back to July 1976. Material distributed through the Federal Depository Library Program (FDLP) remains the property of the Federal Government, your depository library is the legally responsible custodian of the Federal Government property it receives through the FDLP. As such, your depository is REQUIRED to perform certain technical service functions. Specifically, your depository MUST maintain a holdings record to the piece level of all depository selections received in tangible format. A comprehensive shelflist in either paper or electronic format MUST be used to maintain your depository library’s holdings records. Depository holdings records can be part of the larger library's shelflist; the documents shelflist does not have to be a separate entity. For serials, piece level records for each issue MUST be maintained by your depository until the issues are bound, replaced by microformat, etc. Then a holdings statement can be substituted for the individual records. This record keeping requirement does not mean that a shelflist card must be generated for each piece. For instance, the holdings record for some map series could be comprised of a basic shelflist record for the map series plus checking-off the appropriate quadrangles of maps received on the index map. In addition to basic bibliographic information, your holdings records should contain information such as a Superintendent of Documents (SuDoc) number, if appropriate, and an accession or receipt date to aid in disposition, and, if applicable, your unique depository identifier or location symbol. Your depository’s integrated library system can serve as the depository shelflist if 100% of depository material is cataloged and the records are updated in accordance with collection maintenance practices. Your depository publications need not be recorded separately from the rest of the library’s collection. If you choose to use vendor-supplied cataloging records as your depository holdings records, the tape load should be tailored to your library's item number profile, checked against actual receipts, and coupled with your library entering individual issues of serials received. Marked shipments lists do not constitute a record of the library's depository holdings and should not be used for that purpose. Your depository MUST ensure that all tangible publications to which a library is entitled are received from GPO and make them available for public use as soon as possible. Specifically, All shipments should be unpacked and processed as they are received. Failure to do so affects access to the material and can result in the loss of depository status. Your depository should check all shipping lists against your item selection profile to ensure that publications selected are received. Your depository should maintain, in paper or electronic format, a record of publications selected. A downloaded electronic file, such as the ones created by DDM2, is an example of the type of record libraries should keep. While GPO recommends libraries maintain a historic record of selection and de-selection, this is no longer required. Publications not received should be promptly claimed, if appropriate. Some publications cannot be claimed. More information about claims is available in the Claims for Depository Publications section of this chapter. Each publication in the shipment, regardless of format, MUST be identified as Federal Government property. Your depository is strongly encouraged to mark depository material, by stamping it with your library’s name and “depository” for example, to distinguish it from publications received from other sources. Your depository is also strongly encouraged to record the SuDoc classification number on all publications when an alternate classification system is used. This will assist with identification of publications from a citation with only a SuDoc number and facilitates discard procedures. Publications not waiting for full cataloging should be processed within ten working days from receipt of the shipment. Material waiting for cataloging should be sorted for easy retrieval by staff for users. Your depository should also mark all out of date or superseded material that is retained in the collection as “superseded” or “not current”. Aeronautical and nautical charts should also be stamped "Not to be used for navigational purposes." 6.2 Definition of Technical Services Technical services are those activities and operations of your Federal depository library that regularly bring you into indirect contact with users of government information resources. Two major technical service goals are to acquire, organize and maintain government information resources that meet the needs of your primary users and the general public. Acceptable technical service occurs when any member of the primary user group and the general public can easily locate and retrieve, at no cost, the government information products available at your depository. Acceptable technical service further means government information products are being selected which meet both primary user needs as well as those of the general public, that the resources are being organized (cataloged), and maintained in a manner that promotes efficient retrieval and use. 6.3 Identification of Technical Service Functions The functions included in technical services may vary from depository library to depository library but two operations generally form the basis of all technical services: acquisitions and cataloging. Many depository libraries also include processing of materials as a function of technical services. Acquisition of depository materials includes selection, receipt, and processing. Selection of materials is discussed in chapter 5 of this Handbook under Collection Development. For a brief discussion of receipt and processing of depository materials, see below. 6.4 Explanation of Depository Shipments There are four major types of depository shipments. GPO ships paper and tangible electronic publications in boxes with the library’s depository number indicated on the mailing label and handwritten on the inside of the box. If you receive another library’s box in error, please notify the Government Printing Office (GPO) using  askGPO and provide your depository number as well as the depository number of the library whose shipment you received. GPO will send either a prepaid mailing label for the other library or a mailing label to return the shipment to GPO. Separate shipments are mailed in containers or envelopes and are usually large bound or unbound volumes, maps or posters in tubes, and oversized publications. The shipping list number is printed on the mailing label for identification. Typically, separate shipments are grouped together on separate shipping lists, although occasionally, a separate package shipment is listed on a regular shipping list. Shipping lists for separate shipments are included in the boxes with regular shipments. Microfiche shipments are generally shipped directly from the contractor. Maps from the U.S. Geological Survey (USGS) are sent in shipments separate from the regular depository boxes. Shipping lists or packing slips just for the maps are enclosed. 6.5 Shipping Lists A depository shipping list is an itemized record of the contents of a complete depository shipment. Besides listing all the publications in a complete shipment, a shipping list also indicates the item numbers under which the publications were distributed, the titles and series numbers of the publications, and the SuDoc classification numbers. There are five sequential numbering schemes for the materials distributed from GPO: paper (P), microfiche (M), separates (S), and electronic publications (E). USGS ships maps directly from their distributor and provide their own shipping lists, which indicate the GPO item number, map title, and scale information. GPO’s fiscal year begins on October 1 each year. The shipping list numbering sequence re-starts each October. As an example, the sequence of shipping list numbers for fiscal year 2007 is shown below: Paper Microfiche Separates Electronic 2007-0001-P 2007-0001-M 2007-0001-S 2007-0001-E 2007-0002-P 2007-0002-M 2007-0002-S 2007-0002-E The first four digits indicate the fiscal year; the next number is the sequential number of the shipping list, and the letter indicates the medium of the materials included on that shipping list. A complete shipment contains all the items listed on one shipping list. Most selective depositories select only a percentage of the total items available and receive only those items that match their current selection profile. Selective depositories often receive several shipments, with their corresponding shipping lists, in a single shipment box. Every depository library receives a copy of each depository shipping list whether or not it selects any of the items listed. In the event a shipping list is missing from a shipment box, the missing list may be acquired through various mechanisms: FDLP Shipping Lists Documents Data Miner 2 Regional depository library Other depository libraries askGPO Shipping lists need not be retained or maintained after they have been processed as a copy of the shipping list is archived at GPO. Many depository libraries find it useful, however, to retain the lists for approximately six months to ensure proper accounting of receipts. 6.6 Receipt: Corrected Copies Whenever your depository library receives a corrected copy of a publication, it replaces a publication previously distributed through the FDLP. The publication that was initially distributed should be removed from your collection and disposed of accordingly. This is done in order to prevent misinformation from being disseminated to the public. These copies are identifiable by the /CORR at the end of the SuDoc classification number. Star prints are corrected editions of Congressional publications. They are identifiable by stars printed at the lower left-hand corner of their title pages or covers. Sometimes the words “star print” also appears adjacent to the star. Star prints are always treated as new editions, not as reprints, and a new cataloging record is created. The SuDoc number for a star print will include /CORR after the number assigned to the original edition. 6.7 Receipt: Duplicate Publications and Shipments If your depository library receives a duplicate copy of a publication, it is considered a secondary copy and it may be discarded immediately or offered on a discard list to the regional depository. If, however, it is substantial in size or a popular publication, submit a request using askGPO to obtain a prepaid mailing label to return it to GPO. It is important to remember that when one library receives a duplicate shipment or publication, it probably means that some other library has not received a shipment. If the library should receive a duplicate shipment, please check the box's mailing label and the depository library number written on one of the box's flaps, to determine if the shipment should have gone to another library. The flap number is the correct indication of the depository, not the mailing label. If duplicates become a chronic problem, please contact askGPO. 6.8 Shortages in Shipments GPO makes every effort to prevent shortages of publications supplied for depository library distribution. When shortages occur, steps will be taken to remedy them as soon as possible. These steps may include certain types of publications being shipped short with a rain check to avoid delaying distribution. However, other publications may be shipped short without rain checks if tangible copies are not available for full distribution and an equivalent copy is available electronically. Publications that are shipped short, with or without rain checks, cannot be claimed. 6.9 Claiming Missing Publications in Depository Shipments Items missing from your depository shipment may be claimed as missing. The items should be claimed immediately. You should claim missing publications as soon as possible or within 60 days of receipt of the shipment. Both individual publications and entire shipments may be claimed. You may only claim publications currently identified on your depository item selection profile. Claims may not be made to replace publications that you received and later lost. It is possible to file a claim for a replacement copy of defective publications or publications damaged in shipment. If LSCM is unable to fulfill a claim, the claim will be returned and marked “Exhausted”. Claims for material from LSCM-issued shipping lists are handled by LSCM. Microfiche claims MUST be made through the appropriate microfiche contractor and claims for USGS maps must be sent to USGS. Always provide complete information when contacting Library Services and Content Management (LSCM) about missing depository publications such as item numbers, correct series or title, issuing agency, depository library number, SuDocs classification number, and shipping list number. LSCM prefers all claims to be made online but claims may be faxed if the online forms are unavailable to you. LSCM maintains Claims Copies Exhausted Web page that lists publications that are deemed exhausted after initial distribution. As a result no claims copies are available for those publications. The Web page is updated periodically as Depository Distribution Division exhausts its claims/surplus stock of a title, please review this page before filing a claim with GPO. If you see that the needed publication appears on the list, GPO will not be able to fill the claim. If GPO is unable to fill a claim, your depository library may be able to acquire a needed publication through the Needs and Offers list. To file a claim for material from a GPO-issued shipping, complete the Web Claim form. Issues of the Federal Register or the Congressional Record on microfiche can also be claimed through GPO. In the comments area of the form, note that you are claiming the microfiche version of the title. Claims for microfiche, except those noted above, and USGS maps should not be sent to GPO. To file a claim for missing microfiche or USGS maps, circle the missing titles on the microfiche or USGS shipping list and provide your depository number and mailing address. Then mail or fax the shipping list to the appropriate microfiche contractor or USGS. Processing of depository materials includes those technical services tasks or activities which prepare material for public access and use. These tasks may include receiving depository shipments and opening shipment boxes; comparing the contents of the boxes to the shipping lists to ensure you received the appropriate item numbers and materials according to your current item number selections; marking or stamping all depository materials regardless of format to distinguish them from non-depository materials; dating depository materials with the date of receipt or date of processing to identify materials eligible for discarding five years after receipt; placing SuDocs classification numbers on materials, and arranging the materials in a manner convenient for practical use by staff or users while awaiting cataloging. The SuDocs classification number should be placed on all documents even if other classification systems are used. Use of the SuDocs number helps to identify materials from SuDocs citations and facilitates updating and discarding procedures. As the SuDocs number is commonly used by many other depository libraries, it provides a specific identification for borrowing and simplifies compiling or checking discard lists. Remember many titles are time sensitive, so shipments should be unpacked and processed as they are received. Also items not awaiting full cataloging should be processed within 10 working days from the date the shipment was received. To help you with processing, LSCM compiles Administrative Notes Technical Supplement (ANTS) which is available online. It contains corrections to previous shipping lists, changes to the List of Classes, and other important announcements pertaining to the FDLP. As an interim to the restoration of a searchable WEBTech Notes application, an Excel file containing the WEBTech Notes dataset is available. The full dataset from January 1994 through current and selected data from 1991 to 1994 is now available in this Excel file. 6.10 Cataloging Overview Cataloging greatly enhances accessibility and patron usage and is strongly recommended for all or part of the depository collection, including online publications. Your depository may wish to include its depository holdings in OCLC to enhance access and facilitate resource sharing. Arrangement of depository materials should conform with professionally accepted library standards and the Instructions. The arrangement should facilitate the practical use of the depository collection. There are many advantages to using the SuDocs classification system. Librarians have found the SuDocs class numbers to be a practical and economical method for organizing Federal Government documents, and most depositories arrange the majority of their documents holdings in SuDocs classification number order. However, Federal Government publications can easily be made an integral part of library collections under any other arrangement. Publications may be arranged according to the SuDoc classification system, other classification systems, or a combination of systems. Arrangement of depository material in your parent library should facilitate the practical use of the collection. However, the catalog record should also include the SuDoc number when your library uses a different classification system. GPO is recognized as the national authority for cataloging of U.S. Government publications and creates cataloging records for government publications in all formats. These cataloging records are then made available for use by the public and libraries through the Catalog of U.S. Government Publications (CGP). More information about GPO cataloging rules and procedures is available in the GPO Cataloging Guidelines and through the Cataloging and Indexing Program Web page. 6.11 Resources That Assist With Cataloging and Processing Depository Materials 6.11.A Cataloging Resources Andrew, Paige G. Cataloging Sheet Maps: The Basics. Paige G. Andrew. New York: Haworth, c2003. Andrew, Paige G. and Mary Lynette Larsgaard. Maps and Related Cartographic Materials: Cataloging, Classification, and Bibliographic Control. New York: Haworth, 1999. (Also published in Cataloging & Classification Quarterly, v.27, nos. ½-3/4, 1999.) “Answers to Frequently Asked Questions About Maps” Administrative Notes,  June 15, 2001. Cartographic Materials: A Manual of Interpretation for AACR2, 2002 Revision, prepared by the Anglo-American Cataloguing Committee for Cartographic Materials. 2nd ed. Chicago: American Library Association. 2003, with updates. Chan, Lois Mai. Cataloging and classification: An update. 2nd ed. New York: McGraw Hill, 1994. DocTech-L. An electronic discussion list that focuses on processing government publications. Government Documents Roundtable. Toolbox for Cataloging and Processing Federal Government Documents. (accessed August 28, 2006). Library of Congress. Cataloging Policy and Support Office. (accessed August 28, 2006). Library of Congress. MARC standards. (accessed August 28, 2006). Library of Congress. Geography and Map Division. Map Cataloging Manual. Washington, D.C.: The Division, 1991. Joint Steering Committee for Revision of Anglo-American Cataloguing Rules, RDA: Resource Description and Access (accessed August 28, 2006). U.S. Government Printing Office. Cataloging and Indexing Program. (accessed August 28, 2006). U.S. Government Printing Office. "GPO Cataloging Guidelines” (Washington, D.C.: U.S. GPO, 2002), (accessed August 28, 2006). 6.11.B Processing Resources Government Documents Round Table. GODORT Handout Exchange: Processing Procedures (accessed August 28, 2006). University at Buffalo – GPO official partnership. Enhanced Shipping List Service.  Automatically check your inclusion list against shipping lists, prints call number labels or save the label file for your library to print label. U.S. Government Printing Office. FDLP Federal Bulletin Board Files (accessed August 28, 2006). Includes dbf shipping list files, ASCII text versions of important FDLP publications, and dbf and text files for the underlying data in FDLP Desktop searchable databases (for example, Item Lister). U.S. Government Printing Office.  The FDLP Desktop provides tools and resources to assist you in the day-to-day processing and handling of depository materials to meet these bibliographic control and collection maintenance requirements. U.S. Government Printing Office. WEBTech Notes. (accessed August 28, 2006). WEBTech Notes is a searchable database of information from the Administrative Notes Technical Supplement. Updated weekly, it is cumulative back to 1991. U.S. Government Printing Office. Administrative Notes Technical Supplement (ANTS). ANTS is a monthly newsletter which updates various FDLP related publications, directories, depository listings, etc. Some inquiries result in corrects to SuDocs classification numbers, items, etc. These changes are also published in ANTS and posted to WEBTech Notes. Wichita State University Libraries and Computer Center. Documents Data Miner 2. (accessed January 22, 2007) DDM2 is a search engine combining files from the latest version of the List of Classes, Current Item Number Selection Profiles for Depository Libraries, and the Federal Depository Library Directory. 6.12 Tips, Practical Advice. And Lessons Learned Keep up-to-date with new practices of other depository coordinators by attending the Federal Depository Library Conference, reading reports from the conference, or subscribing to e-mail discussion groups. You will continually discover efficient and timesaving practices for processing and cataloging publications. Cultivate a good working relationship with your regional depository coordinator and staff; they often save your depository library time and effort with cataloging, classification, and corrections. Keep in mind that selective depository libraries can also assist regional depository libraries. If depository material is cataloged outside of the depository operation, cultivate a good working relationship with the library’s technical services staffs. Maintain a manual for handling, processing, and cataloging government publications, with various policies, procedures, and decisions recorded and regularly updated. All decisions and changes should be written down for future reference, and local policies and procedures relating to depository material should also be recorded and kept easily accessible for all staff. Staff should be cross-trained so that there is adequate staffing in times of emergencies, resignations, vacations, and reassignments to avoid backlogs in the processing of depository shipments and to avoid delays in providing access to depository material. Cataloging records for both serials and monographs are continuously updated and corrected based on new information. Libraries should plan to update records as indicated by Administrative Notes Technical Supplement (ANTS) and WEBTech Notes as well as to monitor and make any required corrections to batch-loaded records. Changes may include SuDoc numbers, typographical corrections, corrections in access points such as names, subject headings, and corrections to URLs and PURLs. Libraries are encouraged to develop policies and procedures for updating records. 6.13 Did You Realize That You Don't Have to... ? Classify U.S. Government publications in a classification system separate from the rest of the library’s collection; government publications can be integrated into any classification systems the library utilizes. 6.14 Important for Library Administrators Libraries are encouraged to mainstream government publications into the overall library collection, as appropriate; government publications collections do not have to be maintained in Superintendent of Documents number order. Library administrators should consider requesting and reviewing statistics concerning their depository and government publications collections. Among the statistics commonly found on library-related surveys are: Number of monographic titles cataloged by format, i.e., paper, microform, tangible electronic, and others; Number of monographic volumes added by format; Number of serial titles cataloged by format; Number of serial issues added by format; and Number of records maintained or updated.

Friday, 21 November 2008 | 2 hits

140. Chapter 7: Public Access Assessments

Describes the Government Printing Office’s (GPO) individual depository library assessment program. 7.1 What’s New or Important The Public Access Assessments (PAA) Program fulfills the Superintendent of Documents’ responsibility to conduct “firsthand investigations of conditions” at individual depository libraries (44USC§1909); it is one of the primary ways the GPO learns about and monitors individual depository library activities. Library Services and Content Management (LSCM) may conduct individual library assessments at any time upon request, or as need is determined. Scheduled assessments for individual depository libraries are planned to start in winter 2009. The PAA program focuses upon outcomes. The process selected by your depository library to meet public access requirements continues to be a local determination. If your depository library follows the legal and program requirements, as outlined in Title 44 of the U.S. Code and the Federal Depository Library Handbook to ensure free public access, it is in compliance with the law and shall be successful in a PAA. PAA emphasizes the general public user and the role Federal depository libraries play in providing access to and services in the use of Federal Government information for this user group. Assessments are organized around the major responsibilities of depository libraries, which fall into the broad categories of access, collections, service, and cooperative efforts. Access: Depository libraries provide free public access to Federal Government information products regardless of format. Collections: Federal Government information products in all formats are maintained so they are accessible and meet the Federal Government information needs of the general public. Federal depository libraries select and manage collections. Service: Activities and professional expertise, oriented to the Federal Government information needs of the local community and surrounding areas, are provided to support the visibility and use of the Federal Government information products of the depository library. Cooperative efforts: Activities libraries undertake to participate effectively with LSCM and all libraries in the nationwide network of the Federal Depository Library Program (FDLP). Federal depository libraries cooperate as partners in the FDLP. In general, PAA is a progressive review process, although an onsite assessment may be requested at any time. An initial assessment of all depository libraries is conducted offsite by PAA librarians through a review of your individual library Biennial Survey responses and your corresponding library and institution Web pages. If LSCM determines that a more detailed review, or a clarification, is needed to confirm that public access is being provided by your depository library in accordance with legal and program requirements, a PAA librarian will contact you. Additional documentation, such as policies not posted online, may be requested. LSCM may also request that your library revise a policy or procedure within a specified timeframe, e.g., three months. If needed, LSCM may also schedule an onsite visit to your depository library. When an official assessment is conducted, LSCM will provide a written report after the assessment is completed. When appropriate, PAA activities also include consultation with other library personnel to share best practices in depository management to increase the efficiency and effectiveness of ongoing individual depository operations, and, thus, the FDLP. LSCM’s PAA librarians are experienced former depository coordinators who, through the process of reviewing the activities of many individual depositories, are able to exchange information about those activities and practices that have proven to be successful in similar types of depositories. Additional information in support of the PAA program is HYPERLINK "http://www.fdlp.gov/paa/about.html" available on the FDLP Desktop. On this site you will find a Request for GPO Participation. While this form has many purposes, it may be used to request a public access assessment. Continue to visit the PAA Web page as GPO will continue to add to the PAA pages as additional resources become available in 2008. 7.2 Tips, Practical Advice, and Lessons Learned Interested in a review of your library’s depository operations? You may request a PAA of depository conditions at your library now through the Request for GPO Participation form.  If you are a new Federal depository library coordinator or your library recently reorganized, you may find an assessment useful to validate that your library’s depository management practices ensure free public access. Anyone (e.g., member of the general public, library director, library personnel, or regional librarian) may request an onsite visit by LSCM PAA librarians as part of the library’s Public Access Assessment. 7.3 What May be Done to Prepare for a PAA? Preparation for PAA is not necessary, unless you believe that your library is not following legal and program requirements in accordance with Title 44 of the U.S. Code and the Federal Depository Library Handbook. As previously mentioned, those libraries following legal and program requirements to ensure free public access is provided shall have a successful PAA. If you must make changes to be in compliance, please refer to the remainder of the Federal Depository Library Handbook for guidance and effect appropriate changes. Remain up-to-date about legal and program requirements through announcements on the FDLP Desktop. If you have any questions at any time about the interpretation or the proper application of legal and program requirements, please ask LSCM personnel or your regional depository coordinator. Post the library and, if separate, depository access, collection, and other policies on the main library’s Web pages. These policies provide very useful information about a depository and will be reviewed in a PAA. Review, and update as appropriate, your library and depository policies, Web pages, signage, library handouts or other literature, and other library information on a regular basis to ensure that information disseminated supports FDLP free public access. Inadvertent discrepancies or unintentional statements that have a “chilling effect” on public access may appear in depository library signage, policies, or other information resources when the access needs of the general public have not been completely considered. These types of statements must be revised. A review of such statements provides you with an opportunity to remind your library colleagues about the responsibilities of the Federal Depository Library Program. Review previous assessment documentation. This includes any Inspection and, if applicable, Self-Study reports. Your depository library receives written reports after an onsite inspection or Self-Study review. Although it’s a snapshot of your depository operations and services on the day of review, these reports provide you with valuable historical information about your depository. If you are unable to locate these resources, contact your regional depository coordinator or LSCM through askGPO for copies of the latest reports. Please note that the focus of earlier reviews was broader than the current PAA program. Although it is listed as superseded, LSCM is currently still using the existing Self-Study of a Federal Depository Library, Federal Depository Library Manual, Supplement 3, which is available on the Federal Depository Library Handbook Web site for PAA. This study will be used until the new tool is developed. LSCM is currently updating this self-study. Look for a new Self-Study to be announced on the PAA web pages. The new self study may be used as an educational or strategic tool to determine your depository’s preparedness for a PAA. 7.4 Other Helpful Information About the PAA Program LSCM continues to take a functional approach to individual library assessment. The method your library selects to meet the public access requirements of a Federal depository remains a local determination. For example, public access to online resources at computer workstations within your library building may be provided through a combination of several mechanisms. Your depository library may provide access to all online depository resources on all of its public access computer workstations in the building. Or, there may be some stations set aside specifically for Federal depository researchers. In some areas of the library, you may ask researchers to log on to computers through a patron authentication mechanism. You may also provide mediated access to Federal resource information at the public services desks. This is just a sampling of possible scenarios. As long as public access is attained, without any “chilling effect” that may inhibit potential depository usage, the outcome is achieved. If your library has encountered some challenging circumstances that have resulted in areas of non-compliance with legal or program requirements but you are working to make improvements, PAA librarians certainly acknowledge and support these demonstrable efforts and will account for these in a PAA. In some cases, PAA librarians will ask the depository coordinator to communicate with LSCM about certain issues within a specified time period, e.g., 3 or 6 months. LSCM encourages you to share information about depository assessments with your library’s administration and colleagues as a way to emphasize the importance of the FDLP, to reinforce the library’s commitment to provide public access to U.S. Government information, and to improve access and services at your depository. PAA is a great opportunity for you to share information with LSCM. LSCM looks upon PAA as an information exchange with the personnel in individual depository libraries. We welcome suggestions for improvements within the FDLP as we continue to build a more effective and efficient Program. 7.5 Did You Realize That You Don't Have to... ? Expect that your depository will automatically be evaluated through an onsite library visit. LSCM expects to use the information submitted by your depository library in the Biennial Survey of Depository Libraries to initially review your operations. Your library and institution Web pages shall be included in this review. Expect that you will need to complete a self assessment or other report before a PAA. 7.6 Important for Library Administrators LSCM is establishing a regular individual library assessment schedule beginning in winter 2009 but may also perform some assessments outside of this schedule to accommodate or address individual library needs. The process selected by your depository library to meet public access requirements continues to be a local determination. If your depository library follows the legal and program requirements as outlined in Title 44 of the U.S. Code and the Federal Depository Library Handbook to ensure free public access, it will be in compliance with the law and shall be successful in a Public Access Assessment.

Friday, 21 November 2008 | 3 hits