ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program Vol. 18, no. 03 GP 3.16/3-2:18/03 February 15, 1997 Recommendations and Action Items of Depository Library Council to the Public Printer Fall 1996 Council Meeting, Salt Lake City, Utah Revision of Title 44 & H.R. 4280 Council commends the Public Printer and his staff for involving both the Council and the library community in developing its legislative proposals revising Title 44 Chapter 19. We support the changes proposed by the Public Printer that were transmitted to the Senate Committee on Rules and Administration on August 22, 1996. Council urges the Public Printer to continue to monitor developments regarding Title 44 and to continue to keep Council and the community informed and involved. Rationale: Council appreciates the continuing proactive role the Public Printer and the GPO are playing in support of public access to government information. Regarding revision of Title 44, Council has reviewed HR 4280 and finds little benefit within the bill and its proposed revision. Council could not recommend support for this or similar legislation since it runs counter to the principle of enhancing public access to government information. Council offers its assistance in incorporating the previously presented definitions, principles, etc., and any new initiatives into proposed legislation. Members of Council will be monitoring developments through their participation in professional organizations. Service Policy Statements Council recommends that GPO require the depository libraries to develop policy statements for service issues. In order to facilitate the development of such policies, Council recommends GPO issue guidelines for the development of the policy statements. Rationale: Council recognizes the need for depositories to develop policies on such service issues as printing and downloading from electronic products, basic Windows/DOS software instruction, Internet access, microfiche duplication, photocopying fees, and other areas. Council also recognizes the historical precedent for such policy statements (i.e., collection development policies). Given the diverse local environment within depository libraries, GPO should issue general guidelines which will offer a framework for local policy development. A completion date of one year after issuance of guidelines is recommended. Once articulated, these local policy statements should become part of any inspection process. Council will assist in the development of such general guidelines. Graphic Intensive Publications Council recommends that GPO further investigate the best presentation of Graphic Intensive Publications and, if unable to resolve the problems identified by Council, that GPO amend the policy so that these publications remain in paper. Rationale: Council remains concerned with the conversion of graphic intensive publications by GPO. These publications are often intended for general dissemination. Due to the nature of the topics of some of them, patrons may be uncomfortable reading them on public work stations. Some of those publications that have already been converted to PDF or JPG formats, especially the charts and graphics within them, are unreadable. The ability and time necessary to download the information and the poor quality of the resulting print product also inhibit access. While a different level of scanning or other technological options may improve the quality and usability of them, Council is not convinced that this is the best treatment. Since most of these publications will remain widely available in paper from the issuing agency or the Consumer Information Center, Council believes that these materials should remain in paper format in depository libraries. Bureau of the Census Council recommends that its members work with GPO and the Bureau of the Census to formulate a model of depository access to Census information. Rationale: Since FDLP libraries are the largest partners in disseminating Census information after the Census Bureau's own Data Centers, Council is concerned with the direction of certain proposals emanating from Census. Council appreciates the Bureau's willingness to discuss various configurations and arrangements for the provision of Census information to the FDLs. The proposed tiered system of access to the Census Direct Access Data Service presents a unique opportunity to establish a model for providing public access to statistical information. FDLs have historically received all published Census products and no-fee Internet services and provided excellent access to them. This historical precedent should continue in any newly created model. Census needs to continue to disseminate the informational content of its products and services regardless of the packaging of that information. Further, such dissemination must continue in the current no-fee model to the cooperating depository libraries and the users they serve. Any proposal that would limit access to a particular geographic site (i.e., the main library) and restrict remote (i.e., branch) access would greatly impede use of essential Census information. Council believes that any proposal must include provisions for multiple access by concurrent users. Council Web Page Council recommends that the official Council Web pages be hosted by GPO and linked from the GPO Web site. Council further recommends that GPO accept updates from Council. Rationale: As an advisory body to the Public Printer of the United States, Council believes it is appropriate that its Web pages be located at the Government Printing Office's home page, thus lending authenticity to the information. Partnerships Council supports GPO's efforts in assigning personnel to address the issues raised in the recommendations from the Spring 1996 meeting of the Depository Library Council to the Public Printer relative to partnerships. Nevertheless, Council recommends that GPO accept the principle that such partnerships must supplement and not supplant the Federal Government's responsibility to ensure permanent access to and preservation of government information. Council recommends that GPO and the Public Printer facilitate such initiatives. Council suggests the following issues be considered in the draft Memorandum of Understanding: ownership of electronic source files remains with the Federal Government; all modifications or enhancements to resource files should not permanently alter accessibility and must be fully documented, should reside in an industry standard format and that a backup be maintained; if the partner becomes unable to continue its obligation, it must provide GPO documentation and/or a copy of such modified resources and all enhancements thereto; ADA Compliant formats; and the role of GPO as the coordinating agency. Rationale: Council also appreciates the opportunity for input and discussion of the issues that are appropriate for a Memorandum of Understanding Between the U.S. Government Printing Office and (FDLP Partner Institution). In addition to the above issues, Council is sensitive to the issue that many supplying agencies are not currently providing GPO with electronic resources that are ADA Compliant and this is an obstacle to providing equitable electronic access. Council, aware of the complexity of partnerships, believes it is essential that GPO and the Public Printer function as the primary coordinating agency. GPO has historically performed this function with tangible products and Council believes it is critical that it continue in this role in the electronic environment. Fall 1997 Meeting Site The Depository Library Council recommends the following sites for consideration for its Fall 1997 meeting: Cincinnati, OH Cleveland, OH Pittsburgh, PA Raleigh-Durham, NC Tampa-St. Petersburg-Clearwater, FL (on the beach only) Persistent Uniform Resource Locator (PURL) Council recommends that the Government Printing Office continue to monitor closely the work on Document Object Identifiers as it relates to persistence in naming. Rationale: Council is encouraged by the Government Printing Office's interest in PURL as a persistent information location mechanism. However, persistent naming is currently an area of active development with alternatives such as "handles" and URLs (Uniform Resource Names) being advanced on both the technology and policy levels. While experimentation on managing GPO URLs is entirely appropriate, it may be premature to commit to the PURL technology outside of GPO. GPO and the Chief Information Officers (CIO) Council Council recommends that GPO pursue a role in the Chief Information Officers (CIO) Council. Rationale: It is expected that the CIO Council may have a significant influence on government information dissemination. The CIO Council was established under an Executive Order issued on July 17, 1996, titled: "Federal Information Technology." Section 3 of the Executive Order establishes the Chief Information Officers Council "as the principal interagency forum to improve agency practices on such matters as the design, modernization, use, sharing, and performance of agency information resources. The Council shall: (1) develop recommendations for overall Federal information technology management, policy, procedures, and standards...." Training Issues Council recommends that GPO continue to take advantage of every opportunity, including both fall and spring Depository Library Council meetings, professional library association meetings, and workshops or other library-related meetings in the Washington area, to provide training for users of its electronic products and services. Council recommends that the Superintendent of Documents establish a training center within Library Programs Services for providing training for members of the depository community who will be training others in the use of GPO's products and services. Council recommends that GPO explore the formation of partnerships with other organizations to provide training in the use of new electronic products and services. It might be useful for GPO to undertake this effort, on a trial basis, with one of the four OCLC networks in or near the Washington, D.C. area (e.g., SOLINET, CAPCON, FEDLINK, PALINET). Rationale: Depository librarians have identified training in the use of electronic resources and services as a very high priority. Train the trainer sessions, which provide depository librarians with the skills necessary to train others, are in especially high demand. In order to meet this demand for training, Council suggests a variety of approaches. First, Council believes that one of the most effective ways for GPO to train large numbers of library staff is to provide demonstrations of new products and services at meetings of professional associations, both fall and spring Depository Library Council meetings, and workshops or other library-related meetings in the Washington area. At the same time, we realize that currently, opportunities for hands-on training in the Washington, D.C. area are limited. We believe that a computer lab/training facility located at the Government Printing Office would make a major contribution towards achieving the goal of providing more widespread training opportunities. Library staff trained in this facility can return to their own communities and train others in the use of GPO products and services. We further believe that all avenues for potential training partnerships should be explored in order to meet the high demand for training. Council would be pleased to work with GPO to identify potential training partners. Commendations: 1. The Depository Library Council commends Thomas A. Downing and the GPO Cataloging Branch for their proactive efforts in cataloging Internet resources and providing hot links to a significant number of records. Council is aware of the great effort required to do so at a time when there are no clear national standards. Council also appreciates the decrease in the cataloging backlog of physical formats and commends all members of the cataloging staff for their continued success. 2. The Depository Library Council commends the Government Printing Office for adding the Code of Federal Regulations to GPO Access and asks that our appreciation be transmitted to the Office of the Federal Register for their cooperation in this project. We also thank GPO for providing a toll free GPO Access Customer Support telephone number. 3. The Depository Library Council commends Robin Haun-Mohamed and the staff of the Depository Administration Branch for its hard work and success in bringing fugitive government information into the Federal Depository Library Program. 4. The Depository Library Council commends Judith C. Russell, formerly Director, Office of Electronic Information Dissemination Service, for her leadership and hard work on behalf of the depository community. Her tireless efforts in assisting with the development of GPO Access as well as her collaboration in the completion of the Report to Congress: Study to Identify the Measures Necessary for a Successful Transition to a More Electronic Depository Library Program are especially noteworthy. Action Items: The Ad Hoc Committee on FDLP Statistical Assessment will continue to work with GPO on service and use statistical issues.