From lpsmail@access.digex.netFri Apr 12 18:00:01 1996 Date: Fri, 12 Apr 1996 12:14:09 -0700 From: Shipment Reply to: Discussion of Government Document Issues To: Multiple recipients of list GOVDOC-L Subject: ADNOTES: RESPONSES TO FALL 1995 COUNCIL RECOMMENDATIONS THE MESSAGE BELOW IS FROM ADMINISTRATIVE NOTES, VOL. 17, #07 (May 15, 1996) DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER RECOMMENDATIONS from the FALL MEETING, OCTOBER 16-18, 1995 MEMPHIS, TENNESSEE 1. Transition to Electronic Formats Council recommends that the transition plan prepared by the Government Printing Office for the transition from a paper/fiche based environment to an electronic environment balance the needs of users with the potential economic benefit of such conversion. Council is willing to work with GPO in the preparation of a plan. RESPONSE: In developing The Electronic Federal Depository Library Program: Transition Plan, FY 1996 - FY 1998, the Government Printing Office (GPO) considered the needs and capabilities of users and depository libraries to effectively access electronic Government information, and we appreciate the advice of Council with regard to these issues. However, the plan was developed as a budget document, with clear direction from Congress to submit "a proposal for the depository library program that will result in the conversion of this program to electronic format." The more balanced approach that Council has recommended is more fully articulated in the "Strategic Plan" which accompanies the report of the "Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program." 2. Appropriate Media Council believes that it is implicit in the public's right of access to government information that dissemination must be in media appropriate to the information's content, use, and audience. Council recommends that the Public Printer clearly state in the congressionally mandated "Study to Identify Measures Necessary For a Successful Transition to a More Electronic Federal Depository Library Program", that certain information must be made available to the public in paper at federal government expense for the foreseeable future. RATIONALE: While Council recognizes the current climate in which the conversion of government information to electronic format is seen as highly desirable, Council also believes that some information is more efficient, useful, and cost effective in paper format. Council is very concerned that the rush to reduce the cost of government information is overshadowing the need for thoughtful determination of information formats, formats which are appropriate to the user and the information type and content. Council believes it is important that the GPO Study Executive Working Group be made aware of the depository library community's commitment to paper as a lasting and important medium for the congressional constituents within their districts. Having expressed our commitment to paper as an important continuing medium for information, Council is also supportive of the efficiencies and cost effectiveness of electronic information. We appreciate the opportunity to influence the recent Superintendent of Documents draft policy statement on "Electronic Information Access and Dissemination in the Federal Depository Library Program (FDLP)" and support the concepts expressed therein. But Council is deeply concerned that the user perspective, the intended audience of the publication, and other equally important factors may not be adequately considered if the draft statement is the sole articulation of policy. Thus Council recommends that a transition plan be developed, and Council stands ready to assist the Superintendent of Documents in developing such a plan. Council's Ad hoc Committee on Format Transition has volunteered to assist with this planning. RESPONSE: This issue is addressed in the "Strategic Plan" which accompanies the "Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program." 3. Technology Assessment Study Council recommends that the Public Printer continue to explore with the Joint Committee on Printing the possibility of conducting a technology assessment study by a federally funded research group within the context of the congressional study and strategic planning process currently underway. RATIONALE: Council shares the disappointment of the depository library community with the denial by the Joint Committee on Printing of GPO's request for a study by a federally funded research group to examine the technology necessary to implement an electronic dissemination program. Council believes that the data gained in such a study is essential to a thorough and independent evaluation of the technological capabilities of all partners in the program as well as the costs involved in the transition to and implementation of an electronic dissemination program. RESPONSE: The need for additional study and technical implementation assistance for the transition to an electronic FDLP has been addressed in the "Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program." GPO shares Council's belief that such an effort is essential to accomplishing the transition and will pursue the matter. 4. Support Services Council recommends an expanded role for the Government Printing Office in the provision of support services for libraries and end users. These services include but are not limited to: technical support, user support, training, documentation preparation and resource sharing. This expanded role should be reflected in the transition plan. RATIONALE: Council recognizes that the Federal Depository Library Program (FDLP) is operating in an increasingly electronic environment. However, Council is very concerned that there is minimum user support available within depository libraries for the electronic products being distributed through the FDLP. Council believes that the electronic environment requires a new model for the relationship between GPO, depository libraries, producing agencies and the end user. The new model should be one where GPO is pro-active in providing comprehensive support for products sent through the depository system or coordinating such support through the producing agency. RESPONSE: GPO has incorporated the concept of enhanced support services for depository librarians in its planning for a more electronic FDLP. The Superintendent of Documents intends to provide expanded support services, but our ability to do so depends, in part, on Congressional action on our FY 1997 appropriations request. GPO also believes that acting as an intermediary to assist and, if necessary, to train end users remains a critical role for depository librarians in a more electronic FDLP. In addition, publishing agencies have a responsibility to support their own information products, including the provision of training for librarians and end users. 5. Equipment Grants Council recommends that the Public Printer, as part of the Government Printing Office's FY 1997 proposed budget, request funds to assist willing but needy depository libraries in the initial acquisition of computer equipment and in establishing an Internet connection in order to provide public access to government information. RATIONALE: Council recognizes that some depository libraries cannot offer their library users access to the full range of electronic information resources produced by the federal government at the present time because of a lack of hardware or Internet access. Many of these libraries are willing to offer electronic access but need financial help in order to make electronic access for patrons and staff a reality in the near future. Depository libraries should be asked to submit a grant application for such funds. RESPONSE: Congress has not yet finalized action on GPO's FY 1997 funding requests, including the $500,000 we requested for FY 1997 "technology grants" to depository libraries. The technology grants are intended to ensure reasonable public access and proximity to at least one electronically-capable depository in every Congressional district. These grants, at up to $25,000 each, are to be used for public access work stations and Internet connections in depository libraries. This one-time financial assistance will enable libraries to achieve a minimum level of capability to serve the public with on-line electronic Government information. Based on responses to the 1995 Biennial Survey, some 12% of the depository libraries have no current plans to provide Internet access to the public. Public Internet access in depository libraries is critical to accomplishing the goal of equitable public access to Government electronic information. 6. Preservation Issues Council recommends that the Public Printer in cooperation with other federal agencies seek federal legislation that will ensure the preservation of all electronic public information products from the time of their initial release to the public. RATIONALE: The federal government, including executive, legislative, and judicial branch agencies, the National Archives and Records Administration, and the Government Printing Office, must recognize their cooperative responsibility to preserve and provide long term access to electronic information, and work to enact legislation that ensures the integrity and ongoing public access to electronic government information. Information printed on permanent paper and distributed to libraries will be available indefinitely with little attention from library staff. The same cannot be said of information delivered in electronic formats. If public information in electronic formats is to be saved for future users, preservation should begin at the time the data is released. And unless a magnetic tape, for instance, is copied or refreshed regularly, the information on the tape may be lost. Furthermore, unless the information is migrated to new forms of media that can be accessed by new forms of software and hardware, the information will be effectively lost. Currently, few libraries of any type can refresh digital data and migrate it to new forms of software and hardware. Fortunately, the mission of the Center for Electronic Records at the National Archives and Records Administration is to do just this for U.S. government records. However, unless the information is sent to them before it disappears from its electronic formats, or if it is never sent, the information will not be available to the users of tomorrow. RESPONSE: Preservation issues have been addressed in the "Strategic Plan" which accompanies the "Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program." We agree with Council that an enhanced system is needed to ensure permanent public access and preservation of electronic Government information. Developing such a system must include all of the institutional program stakeholders: information producing agencies, GPO, depository libraries and the National Archives and Records Administration (NARA). 7. Model Agreements Council recommends that the Government Printing Office develop model agreements that depository libraries can use when negotiating information dissemination partnerships between federal agencies and depository libraries. Among the provisions of the agreement should be arrangements for long term access to the government information included in the agreement. GPO should be notified when a depository library enters into an electronic partnership with a federal agency. RATIONALE: Partnerships between federal agencies and depository libraries constitute one by-product of the increasing tendency of agencies to distribute public information in electronic form. One such arrangement is that between the Department of State and the University of Illinois at Chicago Library, whereby the Library is facilitating access to the agency's electronic information. By developing model agreements, GPO will help ensure that libraries and agencies follow minimum standards. Notification will enable GPO to participate in the negotiations where appropriate, and will allow GPO to serve as a central source of information about these electronic partnerships. RESPONSE: LPS views depository libraries entering into arrangements with Federal publishing agencies as a promising development for expanding the amount of electronic Government information available through the FDLP. However, LPS encourages depository libraries to work through us in establishing agreements with agencies for the provision of agency electronic information to the FDLP, so that issues such as no-fee public access, permanent preservation and access, and any proposed restrictions on the use of the information may be addressed early in the process. We would be pleased to assist any depository involved in negotiating or considering such an arrangement with a Federal publishing agency. 8. Centralized Access Council recommends that the Government Printing Office investigate the feasibility of establishing centralized access to CD-ROM products which have been distributed through the Federal Depository Library Program. RATIONALE: Some of the CD-ROMs distributed through the Federal Depository Library Program are data storage disks; others require large amounts of working space for use while being low use information. Some of the depository libraries do not at this time have trained staff or technological capability to provide onsite access to these electronic publications. Council is interested in having GPO explore a new role of providing "near line access" to certain distributed CD-ROMs possibly via a jukebox storage facility. Such access could solve some libraries' problems. RESPONSE: GPO has been conducting preliminary assessments of the feasibility and costs associated with CD-ROM jukebox technology. We feel that a CD-ROM jukebox, with the appropriate software and enhancements, will allow LPS to provide a central access point for some of the CD-ROMs that are currently distributed to selecting libraries in physical formats. After recently evaluating a specific jukebox system, LPS was concerned about the number of simultaneous users that would be able to access CD-ROM discs. Additionally, since FDLP CD-ROMS are available in a multitude of electronic formats, additional work is needed to gain insights about necessary requirements for search engines in relation to jukebox technology. We feel that further exploration of this concept is necessary, and plan to conduct additional tests in the future. 9. Software Standards Council recommends that the Government Printing Office take an active role in advocating and promoting open standards related to information processing and access, such as SGML and ANSI Z39.50. RATIONALE: Council recognizes that information technology is evolving rapidly and that GPO has a significant challenge in anticipating and adapting to these changes to serve the Federal Depository Library Program. Council recommends that GPO focus on the underlying standards, rather than on specific technical approaches. For example, WAIS was a strategic choice for the Federal Depository Library Program because of its use of the open, de jure standard ANSI Z39.50. However, it is not a good strategy to build into the Program a dependence on technical characteristics specific to the products of WAIS Incorporated. Similar cautions hold with respect to Adobe Acrobat and other "published" standards. This strategy will not only help GPO avoid dead-end technology, it will strengthen the use of open standards to the extent that GPO maintains a perceived leadership position. RESPONSE: GPO will continue to take an active role in advocating and promoting open standards related to information processing and access. In September 1995 a multi-agency pilot project was initiated for the purpose of standardizing electronic submissions for publishing documents in the Federal Register and Code of Federal Regulations. The pilot project utilizes SGML as the standard for data structure, and provides for the capability of electronically signing the file through use of a Digital Signature Algorithm. Employment of these standardized technologies for data creation, secure transmission, and automated publishing via a broad range of media, offers potential economies and warrants widespread Government use. To provide added incentives for adoption of these standards, GPO is offering the necessary training and page rate discounts for conforming electronic documents submitted during the pilot project. However, GPO will also use certain "published" or de facto standards when they permit enhanced electronic product features desired by a significant portion of the user community. 10. Revised Guidelines Council recommends that the Library Programs Service implement the revised "Guidelines for the Federal Depository Library Program" as adopted by Council (10/17/95). Council further recommends that the Guidelines be reviewed every two years. RESPONSE: The "Guidelines for the Federal Depository Library Program" were printed as Federal Depository Library Manual Supplement 2 and distributed to all depository libraries on February 28, 1996. The Instructions to Depository Libraries and the inspection self-study will be modified to incorporate the revised Guidelines. The Library Programs Service (LPS) will continue the ongoing process of reviewing the Guidelines to reflect the more rapid pace of change affecting the FDLP. 11. Minimum Technical Requirements Council recommends that the Government Printing Office implement the technical requirements outlined in the "Guidelines for the Federal Depository Library Program", Guideline 7-8, (as revised October 1995). These requirements should be effective October 1, 1996. RATIONALE: Council believes that a basic requirement for every depository library must be the ability to access local and remote electronic information sources (e.g., CD-ROMs, online systems, world wide web sites, etc.). This capability is already essential in order to adequately service the government information needs of the public and will become increasingly important as the Federal Depository Library Program migrates to a more electronic program. Appropriate hardware and software must be provided to enable public users to access electronic information available through the Federal Depository Library Program. This hardware and software should include computer work stations capable of providing Internet access, reading CD-ROMs, downloading or copying files, and printing. See "Recommended Minimum Technical Guidelines for Federal Depository Libraries." RESPONSE: Paragraph 7-8 of the "Guidelines for the Federal Depository Library Program" contains computer hardware and software guidelines which, in accordance with the Depository Library Council's recommendation, will become Program requirements effective October 1, 1996. Each depository should provide public users access to electronic information available through the FDLP, including computer work stations capable of providing Internet access, using CD-ROMs, and printing or downloading information selected by the user. The Library Programs Service (LPS) expects that this type of functional statement will form the basis of any review of library equipment conducted as part of a depository inspection. To assist depository libraries in evaluating hardware and software for new purchases or upgrades LPS periodically issues the "Recommended Minimum Technical Guidelines for Federal Depository Libraries." The technical guidelines which were published in the January 15, 1995 issue of Administrative Notes are being updated, and a draft version is available for discussion at the Spring 1996 Council meeting. 12. No-Fee Access to GPO Access Council recommends that the Government Printing Office make GPO Access available at no charge to the public. RATIONALE: Council recognizes that under P.L. 103-40, "Government Printing Office Electronic Information Access Enhancement Act of 1993," GPO "may charge reasonable fees for use of the directory and the system of access [i.e., GPO Access]... except that use of the directory and the system of access shall access shall be made available to depository libraries without charge." Council, however, is concerned that the present registration process is inhibiting libraries and the public from utilizing the federal government information sources available on the GPO Access system. While Council applauds the effort of GPO and depository libraries and gateway libraries to provide this service at no cost to the public, the disproportionate burden this places on the relatively few existing gateways and registered libraries is troublesome, and overall access to the service is inequitably distributed throughout the depository system. Further, a number of other government-based entities are already providing identical or similar information sources to the public free of charge. Thus GPO Access is perceived less favorably by the public, and the potential for the service to provide government information to the public is limited. Finally, agencies looking for electronic means to disseminate their information to the public may regard the fee structure as a barrier to public access. Council believes that GPO should investigate this issue to determine whether alternative options exist which would facilitate public access to the GPO Access service. RESPONSE: We are pleased to report that use of the GPO Access services became free to all users in December 1995. All costs associated with the public use of GPO Access services are now borne by the Superintendent of Documents' Salaries and Expenses (S&E) Appropriation, which funds the FDLP. 13. Advance Notice of GPO Access Changes Council recommends that the Public Printer provide advance notice to subscribers of GPO Access when new databases are added and when user interfaces are changed. RATIONALE: Advance notice of new databases and changes in the user interface is desirable for all subscribers to GPO Access. For GPO gateway libraries in particular, advance notice allows the gateway partner to prepare the appropriate access documentation for each new database, and to revise the existing user interface documentation at the time that interface changes are implemented. Through enhanced documentation and user aids, GPO Access gateway libraries provide a useful value-added service. It is in GPO's best interest to promote the effectiveness of gateway libraries by providing adequate notice of changes, as well as other information and support. RESPONSE: GPO concurs with the spirit of this recommendation. When new products are initiated by the Superintendent of Documents, we will do everything possible to provide advance notice. However, when Congress or an agency requests that its information be made available through GPO Access, it is GPO's responsibility to meet the publisher's schedule. Extremely tight production schedules may not permit enough time for preparation of user documentation or revision of existing user interfaces to be accomplished in advance. 14. User Input into Software Development Council recommends that the Government Printing Office involve the depository library community in the development of the user interface for the GPO Access Phase II software. Council recommends substantive involvement of the user community throughout the development of GPO electronic products, including further development of the Monthly Catalog CD-ROM. RATIONALE: Council recognizes the challenges faced by the Government Printing Office in the development of new access software. However, Council is very concerned that the GPO Access Phase II software and the Monthly Catalog CD-ROM software be useful to both the general public and the library community. To that end, we ask for involvement by members of Council and the depository community throughout the development process. Council recommends that GPO solicit input from the users of these databases through focus groups, at Council meetings, and at conferences. RESPONSE: GPO will continue to involve the depository library community in development of GPO Access services using the Phase II software. Depository librarians were a valuable source of input during development of software specifications used in the Phase II solicitation. As specific applications are developed using the new software, GPO will be happy to work with Council members and other depository librarians to ensure that the product is useful to both librarians and the general public. LPS has previously demonstrated prototype versions of the Monthly Catalog CD-ROM to the Council and to the ALA GODORT Cataloging Committee. We have factored the resulting comments into the software design; for example, by adding a choice of the Windows or DOS interface to the original design. We have recently sent beta test copies of the latest prototype Monthly Catalog CD-ROM to all Council members and members of the GODORT Cataloging Committee for in-depth testing and evaluation. Feedback from this beta test will be the basis for future product decisions. 15. FAQ's Council recommends that the Government Printing Office establish an information resource on GPO Access consisting of a compilation of Frequently Asked Questions (FAQ's). RESPONSE: GPO recently established a new link on the GPO home page, Navigation Aids and FAQ's, which provides shortcuts for users to access menus, and also attempts to answer some of the most frequently asked questions about GPO Access. We look forward to expanding upon this list of FAQ's in order to provide improved service and ease of use for our customers. 16. Monthly Catalog Council recommends that the Government Printing Office investigate the inclusion of cataloging records beginning with July 1976 on the Monthly Catalog CD-ROM, and add OCLC record numbers to the new paper edition. RATIONALE: Because cataloging records for government documents are available in machine-readable format from July of 1976, and because it is intended that only one year of cataloging records be available through the federal locator, the GPO-produced Monthly Catalog on CD-ROM should include records from July of 1976. This would provide one product for all electronic cataloging records for government documents and would be of greater value to depository libraries. The new paper edition of the Monthly Catalog should contain the OCLC record number as this is the only link to the specific electronic version of the full cataloging record. RESPONSE: We have determined that significant effort and expense would be required to bring records that represent approximately 20 years of varying cataloging practices into conformity with current practice. In addition to this task, additional effort would be required to convert data into current formats, and to update the application of the MARC format to current specifications. Given these circumstances, such a project does not appear feasible at this time. It is our goal to include the most current five years of Monthly Catalog records on the locator application on the Superintendent of Documents web site, beginning with data from the January 1994 Monthly Catalog issue. This five year window will correspond to the five-year minimum retention period for selective depositories, thus providing users with the greatest number of valid responses to their queries. We thank Council for its recommendation to include OCLC record numbers in Monthly Catalog records in the paper edition and report that this has been accomplished beginning with the January 1996 issue. 17. Identifying World Wide Web Sites through Cataloging Council recommends that the Government Printing Office, in cooperation with the other cataloging agencies, consistently utilize existing mechanisms for including in cataloging records information identifying government publications available at Internet/World Wide Web sites. Rationale: Increasingly, government publications are discontinued in paper and microfiche format and replaced with electronic versions available via the Internet or dial-up bulletin boards and, increasingly, library patrons are asking for electronic versions of government documents. For depository libraries to be able to continue to provide access to these publications, it is imperative that existing mechanisms of site identification (USMARC 856 tag, "Electronic Location and Access") be included in cataloging records so that locations may be readily known. RESPONSE: We share Council's interest in cataloging the content accessible at Federal Internet sites. Given that such sites are constantly changing we believe that our own developing suite of Pathway locator services will provide useful ways to search Federal Internet sites and identify specific content. We will continue to catalog Government information products which come under our custody, whether in a physical product or an electronic file on GPO Access. GPO has begun to include URL data in our serials records and also in records representing monographs that are "held" at the Federal Bulletin Board and GPO Web site. In the future, we plan to update existing cataloging records for titles on the Federal Bulletin Board. We do not at present catalog monographs and maps available at Federal Internet sites. Review of these sites indicates that many titles are "unstable" and may be removed from sites without prior notice. Because of the instability of such documents we do not plan to create full level records representing titles that may be pulled from sites shortly after cataloging. In addition, we do not have reasons to routinely verify the accuracy of URL data for non-serial records. We are working to develop brief Pathway Bibliographic records that identify, point to, and link with discrete works published as documents at Federal Internet sites. As of March 1996, we are engaged with a pilot project to create low cost Pathway bibliographic records for selected titles at selected Federal Internet sites. We anticipate these records will include seven elements, including a "hot linked" URL to the title at the agency site. These records should be much less expensive to create and maintain than full MARC Monthly Catalog records. We expect to create a Pathway bibliographic record application at the SOD home page and intend to add, change, and delete records from this site as necessary. 18. Linkages within the MARC Record to Electronic Versions Council recommends that the Government Printing Office work with other CONSER libraries to implement a consistent methodology to provide the necessary linking information for titles converted from paper/fiche to electronic format. RATIONALE: Council is concerned that MARC records for publications formerly issued in paper or microfiche which have been converted to electronic format do not provide adequate linkages between the various formats. Titles discontinued in a print format may be continued in an electronic format on a world wide web site, or on a CD-ROM. Without linking notes in the old record to alert users to the continued dissemination of the information in another format, users may fail to locate it. Since the MARC record is the basis for describing and locating government information in most libraries, GPO cataloging should clearly supply the information needed to locate titles continued in another format. Linkages should direct users forward to the new electronic edition and backwards to the paper/fiche. The cataloging of electronic journals is a major topic of discussion among national cataloging standards organizations. Government information is moving more rapidly to electronic formats than are other areas of publishing. The Government Printing Office is already involved in the development of standards through its participation in CONSER. The CONSER editing and cataloging manuals already provide some guidance in providing for links between paper and alternative formats. We urge the GPO to make use of the existing documentation and to continue to take a leadership role in further development of cataloging standards for electronic formats. RESPONSE: LPS has drafted a comprehensive cataloging policy that should be applicable to all potential contingencies for linking records of titles published in various physical forms and editions with one another. We expect to share our links policy with CONSER personnel of the Library of Congress, members of the ALA GODORT Cataloging Committee, and interested members of Council. After some review, we intend to implement this policy as soon as possible. We are also working to assure that the OCLC 856 access field is included in Monthly Catalog records. When used effectively, the 856 field should permit a "hot linked" URL from the record to the text of an electronic publication at an Internet site. This field is not yet displayed in our records, due to limitations in the Monthly Catalog publishing software. When necessary programming has been accomplished such data will appear in Monthly Catalog records, as appropriate. For the present, URL information is available elsewhere in Monthly Catalog records. URL information appears most frequently in records of electronic publications that we hold and in serials records. Selected non-serials published at Federal Internet sites will be represented by Pathway bibliographic records rather than Monthly Catalog records. For the present, we expect that Pathway bibliographic records will be created as a low cost resource to provide critical information relating to selected monographs and maps at Internet sites. 19. Training for Other Agencies Council recommends that the Government Printing Office arrange workshops which will assist agencies to publish government information products and provide services suitable for use by the general public. RATIONALE: Council recognizes that federal agencies have an increasing role in the publication of government information. This changing role derives not only from the technology of desktop publishing and the changing economics of print and electronic publishing, but from the sociopolitical trend toward decentralization. However, few federal agencies are skilled in the publishing trade and Council is mindful of a strong public need for the rapid development of such skills. As agencies reinvent their relationships to public constituencies, there should be a strong demand for training in the publishing of government information for the general public. GPO should take a leadership role in arranging for such training. RESPONSE: For many years, GPO's Institute for Federal Printing and Publishing (IFPP) has sponsored a wide variety of fee-based courses designed to provide Federal employees with information they need in printing and publishing technology, systems, and processes. Currently, "CD-ROM Publication" and "Introduction to Full-Text Coding for Electronic Manuscript Using SGML and HTML" are two very popular courses. Two new ones under development are "Resources for Publishing" and "Publishing Media." Library Programs Service (LPS) and IFPP staff have developed an outline for a free 1.5 hour briefing session directed to public affairs, printing, and information resource management staff in Federal agencies. Speakers will discuss such topics as current publishing choices, needs of constituents and Federal agencies, and benefits to agencies from the Federal Depository Library Program. The first orientation session is anticipated for June 1996. 20. STAT-USA Access Commendation and Logon Procedure Council requests that the Public Printer express our appreciation to the Department of Commerce and STAT-USA for making free accounts to STAT-USA available to federal depository libraries. Council also requests that the Public Printer communicate our concern about limiting each depository library to a single free password. The number of passwords available to a library should more properly reflect the high use and diversity of the electronic product once issued to depositories but now only "bundled" through STAT-USA. RATIONALE: Government information is provided without fee to the public in depository libraries. The Department of Commerce's provision of passwords to STAT-USA is consistent with the no-fee depository library access provided to depository libraries to GPO Access and should serve as an important precedent to be emulated by other agencies. This is particularly important as more agencies search for ways of meeting their public dissemination obligations while reducing the agency's own budget. However, Council is concerned about the single-password access to STAT-USA. This is based on the fact that there is a wide variety and more importantly a large number of information resources available on STAT-USA. Many of these resources were once individually part of the Federal Depository Library Program and a number of them were heavily used in their paper formats. As paper editions of government information resources are discontinued in favor of electronic editions, located at a single site, i.e. STAT-USA, use of STAT-USA may be limited to one single no-fee passworded user work station. This has the effect of limiting access in that once users could access each title at the same title (i.e., multiple users of multiple titles). Access is now limited to one user for all products. This model does not fit the depository environment. If agencies are going to use STAT-USA to fulfill their Federal Depository Library Program requirements, then STAT-USA needs to develop mechanisms which will maintain the intent of the depository distribution- ready and no-fee access to government information. We encourage the development of mechanisms to provide for broader access to STAT-USA. Broader access should include such options as access through local area networks, multiple passwords for depository libraries and simpler log-on procedures. Librarians in a number of institutions would be willing to work with the STAT- USA staff to improve access at the local level. RESPONSE: The Public Printer has sent a letter of commendation to Mr. Ken Rogers, Director of STAT-USA, expressing Council's commendation for providing access to this valuable resource. The letter also conveyed to STAT-USA Council's concerns regarding the limitation on depository libraries to a single subscription. Response to this letter and any subsequent action taken by the Library Programs Service or STAT-USA with regard to these issues will be promptly relayed to the Council. 21. Depository Library Council on the World Wide Web Council recommends that the Government Printing Office include the records of the Depository Library Council on the GPO World Wide Web home page. RESPONSE: Library Programs Service recognizes that the Depository Library Council's web pages, located at contain information valuable both to depository librarians and other interested members of the public. Therefore, LPS is happy to establish a link to Council's pages. As an intermediate measure, such a link has been established from a set of developmental pages. However, a more comprehensive set of Web pages containing information targeted toward depository librarians is under development. When those pages are available, they will contain a link to the Council web pages from a suitably prominent location. 22. Congressional Priority Boxes To ensure the timely delivery of high demand items, Council recommends that the practice by the Government Printing Office of providing Congressional priority shipments and "hot item" priority shipments continue. RESPONSE: Library Programs Service continues to use the Congressional Priority Boxes to expedite shipment of Congressional and significant new titles to the depository libraries. Upon advice from Council, this procedure will not be changed or eliminated. 23. DLC Fall Meeting Site Council recommends that one of the following be the site of the Fall 1996 Depository Library Council meeting: Cincinnati, Denver/Boulder, Ft. Lauderdale, Milwaukee, or Salt Lake City. RESPONSE: The Fall 1996 meeting of the Depository Library Council will be in Salt Lake City, Utah, on October 21-24, 1996. COMMENDATION: J.R. Baumgardner Council congratulates J.R. Baumgardner, Deputy Director of Library Program Service and a GPO employee since 1978, on the occasion of his retirement, and commends Mr. Baumgardner for his many years of service to the Government Printing Office and the Federal Depository Library Program. COMMENDATION: Mark Scully Council congratulates Mark Scully, former Director of the Library Program Service and GPO employee since 1981, on the occasion of his retirement, and commends Mr. Scully for his many years of service to the Government Printing Office and the Federal Depository Library Program. COMMENDATION: John Phillips and OSU Library Staff Council commends John Phillips and the staff of the Oklahoma State University Library for their work on compiling the archival files of the Depository Library Council and creating an Internet site for electronic access to these files. COMMENDATION: Shirley Woodrow Council commends Shirley Woodrow, Minority Staff member of the Joint Committee on Printing, for her many years of support for the Federal Depository Library Program and access to government information. COUNCIL ACTION ITEMS * As a participant of the GPO Study Advisory Group, Council will prepare a report as soon as possible on the smooth transition to a more electronic Federal Depository Library Program, based on the input gathered at the Fall Council meeting. * Council will establish a FDLP Statistics Work Group. This work group will (1) develop output measures for the Federal Depository Library Program, and (2) examine the results of the 1995 Biennial survey to gather information on depository libraries that may fall below the technical requirements recommended for libraries. * Council will establish an Ad hoc Committee on Format Transition [Steve Hayes, Chair]. This committee will continue and build upon the efforts of the SOD 13 Work Group of Council's GPO Operations Committee. The charge of the Ad hoc Committee on Format Transition will be to work with GPO and the depository library community to assist in identifying issues and planning for the smooth transition from a primarily paper/fiche based environment to a more electronically based program. This includes working with GPO to develop a "core list" of titles which should remain in paper. The SOD 13 Work Group in its present configuration is discontinued. * Council will work with GPO and others to plan and present a "new librarian" track at the Spring Conference and Council meeting.