From lpsmail@access.digex.netFri Oct 20 14:12:12 1995 Date: Fri, 20 Oct 1995 12:15:49 CDT From: Shipment Reply to: Discussion of Government Document Issues To: Multiple recipients of list GOVDOC-L Subject: ADNOTES: RESPONSES TO COUNCIL RECOMMENDATIONS ----------------------------Original message---------------------------- THE MESSAGE BELOW IS FROM ADMINISTRATIVE NOTES, VOL. 16, #14 (Oct. 25, 1995). Responses to Recommendations from the Spring 1995 Meeting of the Depository Library Council to the Public Printer 1. RECOMMENDATION: Disappearing Depository Publications Council is concerned with agency conversion of depository titles to electronic editions without prior provision for depository notification and archiving guarantees. An example of this is the Census Bureau's recent conversions of the Government Finance (GF) and Government Employment (GE) series. Council recommends that the Public Printer contact the Census Bureau, and other agencies as necessary, to suggest that prior notification of title conversion be given to the depository program, and that a copy of the electronic file be transferred to GPO Access. Such a transfer will maintain depository compliance and insure eventual archiving to the GPO storage facility. Given the Census Bureau's commitment to distributing its electronic information through the Federal Depository Library Program, these discussions and the resulting procedures could serve as a model for other agencies. Response: Representatives of the Library Programs Service (LPS) contacted the Census Bureau concerning the conversion of the Government Finance (GF) and Government Employment (GE) series to electronic format. We were advised that the information formerly contained in those titles is now available only online at the Bureau of the Census World Wide Web site (http://www.census.gov). Use of the Census Web site is free. These discussions with Census provided a springboard for the broader issues associated with the transition from print to electronic formats. LPS is participating in focus groups and other discussion with the Census Data Access and Dissemination System (DADS) Interest Group. This Group has solicited our input to help plan new systems and approaches which will improve public access to Census Bureau information. LPS frequently reaches out to information originating agencies to confirm the status of publications which may have become available only in an electronic format. Often we are advised of such changes by depository librarians rather than by the agencies. However, under the terms of the recently-revised Paperwork Reduction Act (P.L. 104-13), agencies are required to "provide adequate notice when initiating, substantially modifying, or terminating significant information dissemination products." In light of the distributed Federal electronic information environment, we believe that, in most cases, the originating agency will maintain control of their data until such time as it is transferred to the National Archives. In discussions with other agencies, GPO's focus is to obtain sufficient information about their electronic resources to direct depository librarians and public users to the data through our Pathway services. 2. RECOMMENDATION: Monthly Catalog Council, based on the work of the Monthly Catalog Working Group, recommends that GPO continue to perform full AACR2 cataloging on OCLC and that this cataloging continue to be made available via MARC tapes to the library community. Full cataloging records that can be loaded into the public catalogs are essential to basic bibliographic access to U.S. Government publications. Full cataloging records should also be used as the basis of a Monthly Catalog CD-ROM product. Further, having reviewed the report "Data Elements to be Included in Future Issues of the Printed MoCat" and having received input from the depository library community, the Council recommends the following modifications to the printed edition of the Monthly Catalog: Utilize the AACR2 Minimal-Level Model as defined in the Data Elements Report. Maintain the title/keyword, series/report number, and author indexes. Eliminate the semi-annual index. Council further suggests that, should financial constraints dictate, the title/keyword, series/report number, and author indexes be maintained: remaining indexes (e.g., stock number) could be eliminated. It is further recommended that the Periodicals Supplement to the Monthly Catalog continue as it is presently configured and as a separate issue with title/keyword indexing only. Response: We will continue to produce full cataloging records that conform to AACR2 to assure continued suitability for loading in to online public access catalogs. These full AACR2 records will be the source data for all Monthly Catalog (MoCat) products. LPS is also involved in the transition from publishing in print formats to using electronic media. We intend to publish a reduced size paper MoCat edition with a brief record format and a keyword index. The first issue of a reduced content paper MoCat will be the January 1996 edition. Although Council has recommended retention of other indices, their retention negates much of the cost advantage which we will derive from the new paper edition. We must reduce the overall cost of publishing MoCat. The CD-ROM edition and the "Daily MoCat" accessible via the SuDocs Web site will provide electronic search capabilities for complete records and eliminate the need for the current paper and microfiche editions. Our cost estimates indicate that a reduced size paper MoCat, a CD-ROM MoCat, and the GPO Locator "Daily Mocat" will be published at less cost than the current paper and microfiche editions. Each edition will complement the others. The paper edition will offer basic access to minimal data via a single index. The CD-ROM edition will contain complete and fully edited data. The Web site "Daily MoCat" will contain complete data in records cataloged in OCLC as recently as the previous day of production. Most of these records will have been edited. Recently produced records will be unedited, but available within hours of production. We are confident that, taken together, these initiatives will increase dissemination of records, improve access, and reduce costs. 3. RECOMMENDATION: Pagination of Congressional Record Council supports GPO's ongoing development of electronic editions of the Congressional Record Index. Council recommends that any product development effort must include a mechanism which correlates pagination of the daily edition with pagination of the final edition. The depository library community relies on both editions of the Congressional Record. Since the pagination differs between the daily and the final editions, it is important that the electronic index be usable with either edition. Response: The historical Congressional Record Index (CRI) databases for the daily edition and the final (bound) edition of the Congressional Record are separate databases. It would require considerable editorial effort, and therefore considerable expense, to include the pagination for both editions in a single database. The only feasible time to economically capture both sets of page numbers into a single database is during the revision of the daily index to create an index for a new final volume of the Congressional Record. That is why the prototype CD-ROM for the 1985 final Congressional Record included dual page numbers. This is a possibility for future volumes of the final Congressional Record and the corresponding indexes. The databases for the historical indexes to the daily Congressional Record are being developed at the request of the Congress and are funded by the Congressional Printing and Binding Appropriation with a very modest authorized expenditure. At this time, GPO has not been asked to prepare databases for the corresponding final editions. If requested by the Congress, GPO could develop separate databases for the daily and final editions, and users could search the databases simultaneously or separately. If they were searched simultaneously, the WAIS server would automatically merge and rank the results, thus giving the users access to data from both editions. The recommendation of the Depository Library Council has been provided to the appropriate organizations in GPO, including the Congressional Record Index Office. 4. RECOMMENDATION: Regional Structure In an electronic environment the ability of regional libraries to operate in isolation to provide all services to all selective libraries is not necessarily efficient or cost effective. The flexibility to enter into cooperative agreements in support of the spirit of the depository system is essential. Informal arrangements already in existence need to be documented. Council endorses the principle that regional and selective depository libraries have a shared responsibility to guarantee public access to Government information. Council charges the Ad Hoc Committee on Regional Structure, in conjunction with Council's Depository Guidelines Work Group, with developing a statement of service responsibilities. These responsibilities may be met individually; shared through written cooperative agreements between regional and selective depositories; or through multi-state cooperative agreements. Council recommends that GPO, in cooperation with appropriate depository libraries, develop a suitable strategy to provide backup for GPO electronic databases and systems (e.g., mirror sites). Response We agree that the regional structure may no longer be efficient or cost effective and look forward to the recommendations of the Ad Hoc Committee on Regional Structure and to the completion of the work of the Depository Guidelines Work Group. However, to make significant changes in the basic legal requirements of access, custody, maintenance, and service for materials received, changes in the law will be required. Evaluation of the current law and recommending changes is a key task under the ongoing Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program, directed by the Congress. The study should also address the issue of providing backup for GPO electronic databases and systems. 5. RECOMMENDATION: Cooperation with NTIS Council recommends that GPO continue to pursue cooperative agreements with the National Technical Information Service in the identification and delivery of fugitive documents. Council supports inclusion of technical reports in the Federal Depository Library Program in accordance with U.S.C. Title 44. A cooperative agreement between GPO and NTIS should include the following: An identification system of fugitive titles which should be included in the Federal Depository Library Program A delivery system which provides complete and timely access to fugitive documents available from NTIS A delivery system may be a "just in time" program in which Depository Libraries identify NTIS documents as needed and the selected titles are distributed in a timely manner. The documents may be stored at GPO (e.g., GPO Federal Bulletin Board, electronic storage facility, or WWW) or at NTIS. Council understands the statutory constraints placed upon NTIS and GPO and is supportive of innovative strategies which provide access for Depository Libraries. Council will continue to work with GPO in formulating solutions to provide access to fugitive documents available from NTIS. Existing cooperative agreements with the Department of Energy and the General Accounting Office should serve as models for future cooperative agreements with other Federal agencies. Response: We continue to be interested in cooperating with NTIS to make information products collected by NTIS available to depositories in electronic formats. NTIS is a member of CENDI which is represented on the advisory group for the study now in process. Also, Study Tasks 9, "Evaluation of issues surrounding inclusion in electronic formats of materials not traditionally included in the FDLP in either paper or microfiche," and 10, "Review of Federal programs permitting or requiring the sale of information to recover costs, and the effects on efforts to assure free public access through the FDLP," relate directly to this issue. 6. RECOMMENDATION: Depository Inspections As the pre-inspection self-study is implemented, Council recommends that GPO continue to review the inspection process. GPO, in consultation with regional librarians, should develop criteria/guidelines that define the role of regional librarians within the inspection process. Response: Criteria which define the role of regional librarians already exist. Chapter 9 entitled "Regional Services" in the Instructions to Depository Libraries, Section E, Regional Consultation, delineates the role of a Regional within the inspection process. "Regional librarians should also take an active part in the inspection process. The presence of the regional librarian benefits the entire inspection process. At a minimum, they should contact the libraries before and after an inspection to offer assistance. Regional librarians should make every effort to accompany the GPO inspectors on their visits. Regional librarians also benefit from this unique opportunity to observe the entire depository operation in their area." As standard practice, GPO inspectors inform regional librarians by letter of the inspection schedule in their state or region and invite them to join the inspectors. However, Federal funding is not available for this purpose. If regional library funding or administrative leave is forthcoming, some regional libraries do accompany the inspectors for some or all of the inspections. Some regional librarians have never accompanied the inspectors. All regional librarians receive photocopies of every inspection report for information and future reference. GPO encourages the regional librarians to review the inspection findings and offer counsel and assistance where needed. Flexibility already exists for regionals. Upon their own initiative, some regionals have scheduled "pre-inspection" workshops; e.g., Arizona, Michigan, etc. Other regionals make it a practice to follow-up the inspection visit in person or by telephone; e.g., Minnesota, North Carolina, etc. 7. RECOMMENDATION: Communication with Other Organizations Council commends GPO for the prompt and positive steps taken to communicate its vision of the electronic capabilities and requirements of the Federal Depository Library Program to key groups of library administrators. The January 4, 1995, letter to depository library directors and the GPO presentations at ALA and COSLA established important communication channels with these groups. Council encourages GPO to continue to pursue similar opportunities for outreach to library and institution administrators (e.g., Association of Research Libraries, Public Library Association, Library Trustees, EDUCOM, Governors' Conference, National Conference of State Legislators, etc.). Further, Council encourages GPO to continue outreach and education efforts aimed at a broader audience that demonstrate the comprehensive services included in the FDLP (i.e., identifying, acquiring, cataloging, distributing, servicing, and preserving Federal Government information). Additionally, Council commends GPO for its increased use of press releases and other publicity announcements to highlight developments and achievements of GPO, the FDLP, and depository libraries. Response: We appreciate Council's encouragement and intend to continue outreach and communication with the depository community and other audiences. The GPO home page has heightened awareness of the FDLP by providing general information about the program and by serving as an expert research tool. 8. RECOMMENDATION: Improve Understanding of FDLP Council recommends that the Public Printer continue his efforts to increase understanding of the FDLP among all parties by inviting contractors to attend Depository Library Council meetings and the annual Federal Depository Conference. Response: Contractors providing services for the FDLP will be invited to attend specific Council meetings and Conference sessions. An example of this occurred at the spring 1994 Conference when representatives from Roadway Package Services (RPS) attended to speak with librarians about their concerns over deliveries. This provided an opportunity for the contractor and librarians to meet and exchange views and needs. Depository Services Staff will coordinate invitations in conjunction with the Federal Depository Conference and Council meetings. 9. RECOMMENDATION: GPO Electronic Initiative Council commends the GPO for expanding free on-line public access to Federal Government information by adding the General Accounting Office's database of reports to the GPO Access service. Council urges GPO to work with other Government agencies in offering a wide range of Government information through GPO Access at no cost to the public through Depository Libraries and Gateways. Response: GPO appreciates the Council's commendation of its efforts to expand free public access to online Government information through the GPO Access service. Staff in the Library Programs Service (LPS) and the Office of Electronic Information Dissemination Services (EIDS) continue to reach out to agencies. In particular, our goal is to encourage their use of GPO's full range of production and dissemination services. EIDS staff is working with agencies on the development of their Government Information Locator Service (GILS) records, and, as a result, GPO was recently endorsed by the Small Agency Council as the source of assistance in the development and dissemination of agency GILS records. EIDS is working with the National Archives and the Office of the Federal Register to disseminate a database of Privacy Act notices. This would eliminate the need for individual agencies to prepare GILS records for their Privacy Act materials and provide a single, central place for the public to obtain this important information. LPS is continuing its efforts to identify and describe agency Web and Gopher sites for the Pathway services and to explore options for on-demand delivery services. GPO has established extremely attractive rates for agencies that wish to offer free public access to Web pages or WAIS databases through GPO Access, as the General Accounting Office (GAO) has done. Several databases are under development or under consideration at this time. The alternative of fee-based access, with free public access assured by Federal Depository Library Gateways, is attractive to agencies that are unable to underwrite the costs of dissemination. The study now in process, mandated by the FY 1996 Legislative Branch Appropriations Act, is involving Federal agencies through CENDI, the Federal Publishers Committee, and the Interagency Council on Printing and Publication Services. This is a good opportunity to learn more about agency publishing plans and to inform agencies about opportunities for cost-effective electronic information dissemination through the Federal Depository Library Program. 10. RECOMMENDATION: Improvement of Electronic Databases Council commends GPO on their innovative and continued improvement of electronic databases and services such as the GPO World Wide Web, GPO Access, GPO Federal Bulletin Board, and the proposed GPO Pathfinder. Council supports GPO's efforts in making the transition from traditional print formats to the dynamic electronic environment and encouraging flexible delivery options among depository libraries. Response: We appreciate the commendation of Council and we are continuing efforts leading to a more electronic based program. 11. RECOMMENDATION: GPO Pathway With the development of GPO Pathway, non-GPO produced electronic information will be identified and accessible to depository libraries. This raises a number of issues regarding identifying, acquiring, cataloging, distributing, servicing, and preserving of this information and its designation as depository. Council recommends that as GPO develops Pathfinder, discussions with Council include the ramifications of declaring such information as depository. Response: It is clear that Federal activities in all three Branches of the Government will be originating and publishing their information electronically and providing free access via Internet at sites under their control. Free access readily available to all is a totally new condition not recognized by the current law, which assumes a physical distribution and requires an act of volition; i.e., selection, on the part of a depository library. To require a selection process for a resource that is readily available to all would seem to be defeating the benefits of electronic access. So, it appears that changes in the law will be necessary to deal with this issue of what is "depository." This will be addressed in Task 6, "Evaluation of current laws governing the Federal Depository Library Program and recommendation of legislative changes, if any, necessary for a successful transition to a more electronic program," in the study now in process. In the meantime, we are proceeding with development of our "Pathway" services and expect that depository libraries will provide public access to Federal information available free via Internet when identified in Pathway. 12. RECOMMENDATION: Training for New Documents Librarians Council commends GPO for scheduling the New Documents Librarians Meeting at the Spring 1995 Federal Depository Conference. The significant number of participants and the nature of the questions asked at this meeting demonstrate a need for additional training opportunities for new and less experienced documents staff. Council recommends that GPO sponsor an annual program during the Federal Depository Conference for new documents librarians designed to accommodate a wide range of training needs. Response: The 1996 Federal Depository Conference will include a "track" for new documents librarians. A variety of sessions will be identified as appropriate including tours of the Library Programs Service, small group sessions with GPO staff, basic techniques, etc. 13. RECOMMENDATION: Disposition Policy Council endorses the revised disposition policy (Memorandum re: Implementation of Disposition Policies, 4/7/95) and commends GPO for taking affirmative steps to accommodate the needs of regional and selective libraries regarding the disposition process. Response: GPO appreciates Council's endorsement and encourages all Regional librarians to review the liberalized weeding proposals, meet with the selectives in their state or region, and, in conjunction with review by the Superintendent of Documents, adopt revised disposition guidelines. 14. RECOMMENDATION: James Madison and Government Leadership Awards Council congratulates GPO on receiving the 1995 James Madison Award from the Coalition on Government Information and the 1994 Federal Technology Leadership Award from the General Services Administration, Office of Management and Budget, Department of Defense, and Government Executive magazine. These awards recognize GPO's innovative leadership in improving public access to electronic Government information through GPO Access. Response: GPO appreciates Council's support and recognition of these achievements. 15. RECOMMENDATION: Bernadine Abbott Hoduski Council congratulates Bernadine Abbott Hoduski on receiving the Public Printer's Distinguished Service Award. We share the Public Printer's deep appreciation for Ms. Hoduski's many years of work on behalf of the Federal Depository Library Program. Response: We also congratulate Bernadine and miss her presence at the Joint Committee on Printing.