- Service Guidelines
Council recommends that GPO adopt the "Draft Depository Library Public Service Guidelines for Government Information in Electronic Formats" as amended at the spring 1998 Depository Library Conference. Council understands that GPO may need to make certain technical amendments.
Rationale:
The eighteen-month process of creating the Draft Guidelines has provided the entire depository library community with adequate time to comment, recommend changes, and dialog with one another. These comments and recommendations, as well as those from GPO, resulted in many changes to the original draft. It is now time to move forward and finalize the Guidelines.
- Biennial Survey
Council recommends that:
- GPO formalize and standardize the Biennial Survey;
- The core elements of the Biennial Survey remain consistent over time;
- The core elements of the Biennial Survey be compatible with other major
- Data surveys (e.g., ARL, IPEDS, Public Libraries Data Survey) wherever possible;Council and FDLP libraries be consulted on the content of the survey
- instrument;
- Experts in survey research be consulted on the methodology of the survey
- instrument;
- Council and GPO review the instrument in the intervening years between surveys;
- New questions to survey be announced with sufficient notice; and,
- If the Biennial Survey must be used to gather data needed on an occasional or emergency basis, those questions be relegated to a special section.
Rationale:
Although the Biennial Survey, as it currently exists, has yielded useful information for the GPO, the process could also be made useful to depository libraries if the data were tracked over time and made compatible with other data collection instruments. The data that are gathered should meet the needs of GPO and the FDLP libraries: for FDLP management; for FDLP advocacy; for reporting to Congress; for depository library management; for depository library advocacy; and for satisfying the requirements of the law. We need to begin to gather data on a consistent and methodologically sound basis. Each data element should be sufficiently defined so that FDLP libraries can complete the survey instrument with accuracy and consistency. FDLP libraries should have sufficient notice of new data or definitions to allow them to prepare; e.g., if annual data are required, the libraries should know at least a year in advance.
- Training
Council recommends that the Public Printer allocate appropriate resources for GPO Access training and user support and asks the Public Printer to provide a progress report to Council on the GPO Access Learning Center. In addition Council recommends that GPO expand its GPO Access hands-on training efforts.
Rationale:
The remarkable success of GPO Access as evidenced by the phenomenal growth in its use as well as the positive publicity that has appeared in the professional literature demonstrate the need for expanding training opportunities. Despite the reality of constrained funding, Council reiterates the importance of training and user support in the continuing transition to a more electronic Federal Depository Library Program. The entire GPO Access user community continues to benefit from the training efforts at conferences as well as on-site training and user support.
- Processing of Monthly Catalog Tapes
Council recommends that GPO resolve problems related to the processing of cataloging records so that these records are available in a timely manner for the production of GPO's own products and for use by libraries. Specifically, Council urges GPO to:
- In the short term, intensify the current analysis of tape processing problems within GPO and with the Cataloging Distribution Service of the Library of Congress, to ensure that a usable product is available promptly each month;
- In the longer term, work toward a solution based on modernizing the entire technological infrastructure;
- Keep the depository library community informed of developments because of the importance of these records to the libraries and their users.
Rationale:
Cataloging of depository information is an essential function of GPO. In addition, many libraries depend on tapes of GPO records for their online catalogs. Delays in the production and distribution of these tapes cause serious problems for libraries.
- Frequency of Updating the Superseded List
Council recommends more frequent updating of the online Superseded List. Council and GPO should establish an ongoing committee of depository librarians to evaluate new items for retention decisions, with special emphasis on tangible electronic products.
Rationale:
The Superseded List is heavily used in depository libraries as a collection management tool. More expeditious updating of the list for new information products would greatly assist these libraries in the management of their collections. Information about agency policies relating to retention of electronic products is especially necessary, since it may be more difficult to ascertain from the product in hand. Council believes that GPO is in the best position to determine from the publishing agencies their policies and recommendations regarding retention. Regional libraries as a group should be encouraged to evaluate new items, in particular new tangible electronic products, to make recommendations on retention by some or all Regionals.
- Guidance on Retention of Tangible Products
Council recommends that GPO provide the FDLP community with guidance on retention of tangible products that are available in the FDLP Electronic Collection
Rationale:
GPO is now providing permanent public access to many Congressional and administrative publications through GPO Access. GPO is also developing plans for the FDLP Electronic Collection. In light of these developments, depositories are asking whether they may withdraw a tangible product and rely on the electronic version as their official depository copy. While the electronic collection plan is still under development, it is time to begin the deliberations about this complex policy issue. Council will want to work with GPO and regional libraries as the requirements of the law are clarified and appropriate guidelines are developed.
- Hearings
Council recommends that GPO work with the Secretary of the Senate and the Clerk of the House to encourage more Congressional committees to create electronic files of hearings transcripts, and that these be made available through the GPO Access database of Congressional hearings.
Rationale:GPO Access provides online access to important Congressional resources, including the Congressional Record, bills, House and Senate Reports and Documents, and other valuable Congressional materials. Council applauds efforts by GPO to enhance the GPO Access system by creating a database of selected hearings from the 105th Congress (1997) forward and encourages further efforts to develop this into a more comprehensive database.
- Congressional Research Service
Congress is currently considering legislation (S. 1578 and H.R. 3131) that would provide no-fee public access through the Internet to issue briefs and reports of the Congressional Research Service (CRS). If this legislation is enacted, Council recommends that GPO pursue making these important Congressional materials available through GPO Access.
Rationale:
CRS Issue Briefs and Reports are an important part of the Congressional decision-making process. Council believes that, if this legislation is enacted, these important materials should be available to the public through GPO Access.
- Z39.50/GILS
Council recommends that GPO continue to provide an update at Council meetings on its progress in implementing Z39.50/GILS compliance for the databases GPO maintains. Rationale:Council reiterates its concern, expressed in recommendations of October 1997, that GPO remain committed to the interoperability of its online services using the ISO 23950 (ANSI Z39.50) international search standard and GILS Profile. This particular interface is essential to GPO's ability to keep pace with technology evolution in its own information systems, as well as to GPO's ability to enable access to information throughout government.
- Information Architecture Committee
Council recommends the formation of a committee to provide expert advice to GPO and Council on issues of information architecture in systems operated in support of the FDLP. Rationale:The complexity of systems supporting the FDLP would be a design challenge under any circumstances. The pace of change in information technologies compounds the challenge and makes it even more critical to attend to the basics of information architecture, such as the interfaces between central and distributed databases or facilities for networked information discovery and retrieval. Council and GPO could benefit greatly from an ongoing source of architectural advice focused specifically on the FDLP. Council believes such advice could be obtained directly from information architecture expertise available among institutions participating in the FDLP. The work of such a committee might also generate a greater awareness of the FDLP among computer science and networking leaders.
Commendations
Electronic Service Guidelines
Council commends Dan Barkley and Ridley Kessler for their extraordinary efforts in the writing of the "Draft Depository Library Public Service Guidelines for Government Information in Electronic Formats". Their commitment to work on this project with the entire depository community and GPO is greatly appreciated.
Persistent Names for Internet Resources
Council commends GPO for its active and positive role in assigning and maintaining persistent names for cataloged Internet resources. In addition to the challenges of tackling a complex technical problem, GPO has demonstrated leadership in accepting the risks associated with choosing among competing technologies such as PURLs and DOIs. Council looks forward to GPO's continued leadership in this critical area. Biennial Survey Data
Council commends GPO for making the raw data from the 1997 Biennial Survey available for downloading from the Federal Bulletin Board.Needs & Offers List
Council commends Kevin Reynolds of the University of the South for his implementation and maintenance of the online "Needs and Offers List." This service provides a rich opportunity to Federal Depository Libraries to exchange depository publications
"User-Friendly" Web Site Display Of Catalog Records
Council commends GPO for developing a new user-friendly default public display of entries in the Catalog of U.S. Government Publications, while retaining the MARC display as an option. Council believes that the public will more easily understand this descriptive-label display.
Periodicals Supplement to the Monthly Catalog
Council commends GPO for resuming publication of the Periodicals Supplement to the Monthly Catalog. The recent selection of this title by 990 depository libraries is a clear indication of continuing need for this product.
Department of Energy Information Bridge
Council commends the GPO and the Department of Energy for providing no-fee public access to the Office of Scientific and Technical Information's "Information Bridge" through GPO Access. This partnership between a major technical agency and GPO provides a convenient and cost-effective successor to the DoE depository microfiche collection.
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