From lpsmail@access.digex.netThu Nov 9 15:40:48 1995 Date: Thu, 9 Nov 1995 11:11:33 CST From: Shipment Reply to: Discussion of Government Document Issues To: Multiple recipients of list GOVDOC-L Subject: ADNOTES: COUNCIL: ELECTRONIC TRANSITION STAFF ----------------------------Original message---------------------------- THE MESSAGE BELOW IS FROM ADMINISTRATIVE NOTES, VOL. 16, #15 (Nov. 15, 1995). ELECTRONIC TRANSITION STAFF UPDATE Remarks by Ric Davis Head, Electronic Transition Staff at the Fall 1995 Depository Library Council Meeting Good morning. I am pleased to be here at the fall meeting of the Depository Library Council. To many of you, I am probably an unfamiliar face. I have been with the Government Printing Office for just over 3 years, and with the Library Programs Service for approximately 1 year. Prior to this time, I worked in the private sector at RJR-Nabisco and at Virginia Polytechnic Institute and State University, or Virginia Tech, as it is more commonly known. I graduated from the College of William and Mary with a Master's Degree in 1991. Although my time at GPO has been relatively short, I have been part of many new and exciting challenges. This is a time of great change and transition as all of us are impacted by electronic information technologies. In recognition of these changes, the Library Programs Service recently chartered the Electronic Transition Staff (ETS). I am currently serving as the Head of ETS, and two staff members, Maggie Parhamovich and RaeAnn Dossett, are here today. Another current staff member, Joe Paskoski, whom I am sure many of you are familiar with as a depository library inspector, was unable to attend. We have plans to augment ETS with additional staff during the next year. The primary purpose of the Electronic Transition Staff is to identify, assess, and implement information technology solutions, as LPS moves towards a more electronically based program. Our assigned tasks, in addition to those that will be discussed later in our presentation, include the following: 1) To develop electronic policies, procedures, and other documentation necessary to support the LPS mission, organization, and operations; 2) To determine types of electronic information products and services to be maintained for the FDLP at sites operated under the authority of the SOD and define requirements for depository library access. We will also initiate and participate in application research and development; 3) To design, develop, and implement "Pathway" services to facilitate access to Federal information; 4) To coordinate World Wide Web applications for LPS and the Documents Sales Service, and 5) To participate in implementing the recommendations from the "Report of the Serial Set Study Group," which was made available on October 7, 1994. In accordance with these objectives, we have drafted a new policy statement, "Electronic Information Access and Dissemination in the Federal Depository Library Program." A copy of this policy statement has been made available to all of you for review, and we would appreciate any thoughts or comments you may have. This is a very important document because our planning will now be based on the policies expressed here. At this time, I would like to briefly discuss some of the major elements of this policy statement. The basic tenet of the policy statement is that Federal information which has traditionally been distributed to depository libraries in paper and microfiche formats will be available instead via remote electronic access or will be disseminated in a physical electronic format for local access at a depository library. This transition will occur as Federal agencies continue to originate and publish their information electronically, and through conversion of paper and microfiche publications by the Superintendent of Documents to electronic formats when it is deemed feasible and cost-effective. We have been receiving numerous announcements from agencies over the past three months in particular, stating that many of their publications will only be available in electronic formats in the near future. This policy pertains to all U.S. Government electronic information products and services, except for those required for official or administrative use only, or those which are classified. It pertains to all libraries designated as Federal depositories under Title, 44, United States Code. It is envisioned that information will be made available to the public through depository libraries in three ways: First, via physical copies of electronic products disseminated to depository libraries. These products will include CD-ROMs and diskettes. Secondly, via Internet and dial-up connections to sites operated under the authority of the SOD or another Federal agency. These connections will include both on-line access to timely, high use information and near-line access to lower use information. Third, via "Gateway Libraries," which provide off-site access to electronic information at SOD and other Federal sites through depository library computer systems or those of partner networks in their areas. In order to meet these commitments, depository libraries must offer users access to work stations with a graphical user interface, CD-ROM capability, Internet connections, and the ability to access, download, and print extensive documents. In particular, Internet capabilities will be critical for providing future depository services to the public. Another expectation we have of depositories is that when Federal information is available at no charge at an agency site via Internet and is identified in SOD Pathway services, you are expected to provide free public access to that information. A commitment we are making is to provide for long-term access to electronic information at sites under our authority as long as usage warrants. We will provide access and make sure that we minimize deterioration and assure technological currency. We will also coordinate with the National Archives and Records Administration to assure that electronic information which no longer warrants maintaining at SOD sites for the FDLP is furnished to the National Archives. However, transfer of electronic information to the National Archives for permanent preservation is the legal responsibility of the originating agency. Other commitments that we are making include working with Federal agencies to assure that electronic information encompassed in the scope of this policy is available to you. Also, when a Federal agency charges for its electronic services, every effort will be made to establish an arrangement whereby access will be provided at no charge to depository libraries. Again, we recognize this as a time of transition from paper and microfiche distribution to an expansion of services required for handling electronic information. It is anticipated that similar, but more advanced, technical capabilities as outlined in the revised "Recommended Minimum Technical Guidelines" published in the January 15, 1995 issue of Administrative Notes, will become requirements for all depository libraries by 1998. The application of this policy statement will continue to ensure that electronic access will be available through the FDLP at no charge to depository libraries or to the public. This new policy establishes guidelines for access and dissemination. The old SOD 13 will continue to address paper and microfiche publications. Our next task is to begin work immediately on another SOD statement that will establish policy guidelines for types of publications that should be converted by the Superintendent of Documents to electronic formats. We already have significant input from Council on this and look forward to working with you until this task has been completed. I will now turn the program over to Maggie and RaeAnn, who will provide you with more information regarding their work on the Pathway service, which is another key element of our overall policy. Thank you for your attention, and I look forward to working with each of you as we meet the challenges posed by the electronic information age and make this transition together.