From lpsmail@access.digex.netFri Dec 22 14:18:43 1995 Date: Fri, 22 Dec 1995 11:25:09 CST From: Shipment Reply to: Discussion of Government Document Issues To: Multiple recipients of list GOVDOC-L Subject: ADNOTES: LPS ANNUAL REPORT, FY 1995 ----------------------------Original message---------------------------- THE MESSAGE BELOW IS FROM ADMINISTRATIVE NOTES, VOL. 16, #17 (Dec. 15, 1995). LIBRARY PROGRAMS SERVICE FISCAL YEAR 1995 ANNUAL REPORT Mission As authorized by Title 44, United States Code, the Library Programs Service (LPS) administers the Federal Depository Library Program (FDLP), the Cataloging and Indexing Program (C&IP), and manages the distribution component of the International Exchange System (IES) Program for the Library of Congress. These programs are accomplished through the six basic functions of LPS: the acquisition, classification, format conversion, distribution, and bibliographic control of publications; and the inspection of depository libraries. Summary The Federal publishing environment is in a period of transition from centralized printing to decentralized printing and electronic online access and dissemination. One consequence of this transition is that many information products, whether printed or online, are not being directed to GPO. In FY 1995, LPS attempted to anticipate, plan, and manage this transition, to the end that Federal information content, regardless of format, is available to the public through the FDLP. However, these transitional elements must be balanced against LPS' ongoing efforts to maintain and even improve its traditional services to depository libraries. During FY 1995, there was unparalleled Congressional interest in increasing the amount of information available electronically through the FDLP. During the FY 1996 appropriations process there was considerable discussion in the House to make the Program entirely electronic. Although this view did not ultimately prevail, it is clear that Congress wants the transition to electronic information access to be as rapid and all-inclusive as possible. The resulting tension between a wholesale conversion to electronic information dissemination and the necessity to maintain the flow of traditional services leads to the basic structure of this report. Rather than an exhaustive recounting of each Branch's activities, this report will focus on the transition to electronics, and will but briefly highlight traditional services activities. Electronic Transition Activities In February 1995 LPS published a report on the "Electronic Capabilities of Federal Depository Libraries, Summer 1994," which presented the results of the "Electronic Capabilities Survey" mailed to all depository libraries in July 1994. In summary, this survey revealed that while most depositories have some capacity to handle electronic Government information ("94% have a PC"), most libraries have a long way to go before they can serve the public effectively when the FDLP becomes predominantly electronic. The results of this survey were also used to update the "Recommended Minimum Technical Guidelines" for computer hardware and software. The revised guidelines specified 486 chip PCs, the Windows operating system, and Internet connections. These guidelines were published in January 1995, as an advisory to the depository community. As part of LPS' efforts to move the FDLP forward electronically, we put the libraries on notice that technical requirements for serving the public with electronic information would become mandatory by 1998. This message was delivered in presentations at the American Library Association (ALA) 1995 Midwinter Meeting, and subsequently reiterated in Administrative Notes. In retrospect, this warning was probably not drastic enough, as the Congress has clearly stated that the FDLP is to proceed to maximum utilization of electronic technologies as quickly as possible. Beginning late in FY 1994, and continuing throughout FY 1995, LPS led the project to expand the public's use of the GPO Access online service through the no-fee subscriptions offered to depository libraries. The first stage of this project was to raise the depository libraries' limit on no-fee GPO Access subscriptions from one to ten per institution. Next, we announced the "Model Gateway Libraries" project, which encouraged depositories to allow remote public users to connect to GPO Access by going through the depository library's gateway. COIN (the Columbia, Missouri, Online Information Network), the first gateway, opened in October 1994 with the SWAIS text-only interface. There are now 22 gateways in service, including four World Wide Web (WWW) gateways, covering 18 states and Washington, D.C. We have at least one gateway prospect in every other state and the Commonwealth of Puerto Rico. LPS' communication with the depository community was significantly enhanced by using Internet e-mail and by participating in the GOVDOC-L listserv. For example, the gateway development was extremely e-mail intensive, and the planning for the Federal Depository Conference and Council meetings was greatly expedited. One of the most significant efforts of FY 1995 was the development and opening of the Superintendent of Documents (SoD) Web site. Finally, Internet users had a single point of entry for all of GPO's electronic services. Key applications include connections to all of the Gateways, direct connections to the GPO Access databases, user-specific identification of conventional and electronic depository libraries, and the locator function. This allows users to search the Monthly Catalog database to identify specific publications, and then find which depositories in a user-defined area selected those titles. The URL (Uniform Resource Locator) address for the SoD Web site is: http:\\www.access.gpo.gov/su_docs/ Also of significance was our establishment of WWW Locator services. Our Web application now includes all Monthly Catalog of U.S. Government Publications (MoCat) records produced from January 1995 through the present. Users may search and retrieve abridged or full records, and may link cataloging records with names and addresses of depository libraries known to have selected titles represented by our records. As of the present, records are published on the web within three days after production in OCLC. This remarkable improvement in timely dissemination overcomes the nearly three months that lapse between production of records in OCLC and their appearance in MOCAT paper and microfiche editions. Our objective for the Web is to load our cataloging records one day after production on OCLC. LPS has established an Electronic Transition Staff (ETS), with a staff of five, including Maggie Parhamovich and Raeann Dossett, noted electronic information experts recruited from the depository community. The purpose of this group is to identify, assess, and implement information technology solutions for the transition of LPS to a more electronically based program, with special emphasis on development of the Pathway service. A policy statement for electronic information access and dissemination in the FDLP has been drafted and is under review. In accordance with this statement, all depositories must be prepared to 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. An interagency agreement was drafted to delineate roles and responsibilities when GPO works with other agencies to bring electronic information dissemination products under the aegis of the FDLP. These products include publications which are published in a physical format (i.e., CD-ROMs, diskettes, etc.), made available through on-line interactive services (i.e., World-Wide-Web (WWW), etc.) or through non-interactive on-demand services (Bulletin Board Services, near-line CD-ROM jukeboxes, etc.). Beginning with lists dated September 1, 1995, facsimile copies of daily depository shipping lists were available from the US FaxWatch service. Copies of all lists processed by LPS or our microfiche contractors will be available for 60 days following the shipping list date. Throughout FY 1995 LPS has worked with the Production Department to design a CD-ROM edition of the Monthly Catalog. The CD-ROM, which will replace the microfiche edition, is expected to go into production for the 1996 catalog year. Featuring both DOS and Windows user interfaces, the CD-ROM will cumulate data on an ongoing basis through the subscription year, with each issue replacing the previous disc. In the Conference Report to H.R. 1854, the Legislative Branch Appropriations Act of 1996, Congress directed GPO to initiate a cooperative study to identify measures necessary for a successful transition to a more electronic FDLP. Participants in the study include representatives from the legislative, executive, and judicial branches of government, as well as from the national library community and other appropriate government and public entities. GPO has been directed to provide Congress with the results of this study by March 1996, and to submit an FY 1997 appropriations request consistent with a strategic plan based on those results. The study is coordinated by GPO's Superintendent of Documents Wayne P. Kelley. An executive working group has been formed, comprised of staff from the: * Joint Committee on Printing * Office of Management and Budget * House Oversight Committee * Senate Committee on Rules and Administration * House and Senate Appropriations Committees * Government Printing Office * Congressional Research Service of the Library of Congress * Center for Electronic Records, National Archives and Records Administration * Federal Publishers Committee * Interagency Council on Printing and Publication Services * Administrative Office of the U.S. Courts * Federal depository library community The study has been subdivided into a number of tasks designed to elicit specific information which will assist the Congress in revising the FDLP to better utilize modern information technologies, while still maintaining equitable public access to Government information. TRADITIONAL SERVICES Distribution to Libraries LPS' Depository Distribution Division (DDD) is responsible for the receipt, shipment preparation, and physical distribution of the publications which LPS ships to the depository libraries. LPS' FY 1995 distribution by format was: Percent Titles FY1994 FY1995 Change Paper 15,267 17,466 14.4% Electronic 306 412 34.6% Microfiche - LPS 672 1,274 89.6% Microfiche - Contractor 28,398 25,582 (9.9%) TOTAL 44,643 44,734 0.2% Percent Copies FY1994 FY1995 Change Paper 7,114,769 7,162,418 0.7% Electronic 201,801 231,269 14.6% Microfiche - LPS 273,088 605,258 121.6% Microfiche - Cont. 9,466,973 8,978,317 (5.2%) TOTAL 17,056,631 16,977,262 (0.5%) In FY 1995, the total number of titles and copies distributed in paper and microfiche formats was nearly identical to the previous year. However, the percentage of microfiche distributed by LPS decreased slightly, from 65.1% in FY 1994 to 60.0% in FY 1995. In addition, depository libraries received 2,326,355 microfiche copies of 17,117 Department of Energy (DOE) reports distributed directly from the DOE facility in Oak Ridge, Tennessee. As of December 7, 1995, LPS has not received equivalent distribution reports from our other two interagency agreement partners, the U.S. Geological Survey and the Defense Mapping Agency. Nearly all depository shipments were delivered by commercial carriers. The Roadway Package Service (RPS) now delivers to nearly all of the domestic libraries, and Federal Express is used for delivery to libraries located in Guam, Hawaii, Puerto Rico, and other outlying areas. Delivery by U.S. Postal Service accounts for the less than 10% of all depository shipments. The Lighted Bin System (LBS) was enhanced by the installation of a fully automated mailing system, which scans, weighs, and rates each package. The Tandata InMotion System reduces LPS personnel requirements by 2 FTEs, and saves an estimated $50,000 per year in labor costs. The reliability of the LBS was improved by installing 11 microcomputers and custom software. These replaced the obsolete Texas Instruments video display terminals which were in service since 1985 and are no longer produced. Depository Inspections The Depository Services Staff (DSS) conducted on-site inspections in 204 depository libraries, 3 less than the 207 inspected in FY 1994. Three libraries were designated depositories in FY 1995, while 6 libraries relinquished their depository status. At year's end there are 1,386 libraries in the FDLP, a reduction of three from a year earlier. Seven libraries were placed on probation as a result of deficiencies discovered during inspections, while eight others were removed from probationary status based on improvements in compliance which were observed during the re-inspection. The two vacant inspector positions were filled with experienced Government documents librarians who have completed their training and are now inspecting on a regular "two-week-in, two-out" schedule. DSS has worked extensively with the Depository Library Council (DLC) to revise and update the 1977 Guidelines for Depository Libraries. This project should be completed by early 1996, and the revised Guidelines will be published as a supplement to the Federal Depository Library Manual. Although the focus of DSS is on the functioning of the individual libraries and their relationship to each other and to GPO, DSS also organizes continuing education efforts for documents librarians. The two premier events are the annual Federal Depository Conference, which is conducted in conjunction with the Spring DLC meeting, and the annual Interagency Depository Seminar. The 1995 Conference again allowed the attendees to choose from simultaneous sessions rather than plenary sessions. The DLC meeting occupied the first day, and then continued as a separate "track," enabling some of the attendees to pursue other interests. The "new librarians' track" was very well received, and will be expanded upon in the 1996 Conference. DSS also coordinated the 8th Annual Interagency Depository Seminar held from May 3-10, 1995. This seminar was presented by GPO, Library of Congress, Patent & Trademark Office, Copyright Office, Office of the Federal Register, Bureau of the Census, Bureau of Labor Statistics, etc. Fifty librarians attended this very popular seminar, which is designed to enhance the knowledge and skills of new depository librarians to better serve the public. The 1995 Biennial Survey of Depository Libraries was sent to all libraries in September 1995. Based on our successful 1993 test, the 1995 Biennial Survey data is being collected and compiled using the Teleform fax software. The survey was modified to collect additional data on the number of users served by the depository libraries, and on the libraries' utilization of electronic products and services. Many of the questions were intended to update the 1994 "Electronic Capabilities Survey," and to provide information for the Congressionally-directed study of the transition to an electronic FDLP. Cataloging and Indexing Program LPS has extensively revamped the Monthly Catalog of U.S. Government Publications (MoCat) product line. The CD-ROM format MoCat has undergone extensive development, as well as internal and external testing. A prototype version was demonstrated at the 1995 American Library Association Annual Conference and was well received. The CD-ROM MoCat will replace the microfiche edition beginning with the 1996 subscription year. LPS has also made substantial modifications to the contents, organization, and indices of the paper MoCat. These changes will reduce the size and cost of the paper product, thus enabling LPS to produce the CD-ROM edition without a significant funding increase. The changes to the MoCat products were based on consultation with members of the Depository Library Council, the depository community, Joint Committee on Printing (JCP) staff, and GPO's General Counsel in order to broadly define the attributes of such products. In addition, the Superintendent of Documents' Web site includes MoCat data online, with the capability to identify specific libraries which selected that information. LPS has developed procedures to assure that we have the ability to load MoCat records into the Locator application on the Web on a daily basis. During FY 1995 approximately 49,000 titles were received for cataloging, and approximately 51,000 titles were processed. Processing included approximately 32,600 titles cataloged; and approximately 17,000 serials processed and 1,000 duplicate titles removed from the backlog. By the end of FY 1995 the cataloging backlog stood at 3,513 titles, representing about one month's work. Just three years ago, at the end of FY 1992, our cataloging backlog was approximately 20,000 titles. During these years we have continued to receive a large number of receipts but have applied various initiatives that have increased production without compromising the quality of our records or the standards used to produce them. Approximately 30% of the titles in the backlog are National Aeronautics and Space Administration (NASA) microfiche. During FY 1995 LPS began adapting NASA Recon subject headings for NASA technical reports. This measure decreases cataloging time for NASA materials by accepting the substitution of NASA Recon terms already assigned by NASA indexers in preference to our application of Library of Congress Subject Headings (LCSH). This measure has already shown a significant impact on the reduction of the cataloging backlog, as some 6,000 NASA technical reports were cataloged using the new procedures. ACSIS System Progress The Depository Administration Branch (DAB) and GPO's Office of Information Resources Management (OIRM) continues to strive for completion of the Acquisitions, Classification, and Shipment Information System (ACSIS). We have completed user documentation of the ACSIS Phase II requirements and data element definitions. One of the key features of ACSIS Phase II is the automation of the daily depository shipping list. This is a critical operation for LPS, and will ultimately have significant benefits for LPS and for the FDLP. Many of DAB's future plans rely upon completion of ACSIS, which will give better control over the acquisition of periodical and serial titles. Once we are using ACSIS to produce shipping lists, we must develop a better tracking mechanism for the microfiche publications. The completed ACSIS system will meet these needs. Financial Situation Congress authorized an FY 1995 appropriation of $32.207 million for the Salaries and Expenses (S&E) of the Superintendent of Documents, the largest amount authorized for the four S&E programs (Depository Library Distribution, Cataloging and Indexing, International Exchange, and By-Law Distribution). Approval of the $32.207 million funding level allowed LPS to continue the range of publication and format choices which have been available to the depositories, while underwriting a significant expansion of depository libraries' use of the GPO Access online services. In spite of the House of Representatives' threat of a radical cut in program funding, Congress ultimately passed the FY 1996 Legislative Branch Appropriations Bill with S&E funded at $30.307 million, the full amount requested by GPO. However, based on Congressional direction, we are developing a transition plan to move the FDLP to a predominantly electronic program by the end of FY 1998.