ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program Vol. 18, no. 06 GP 3.16/3-2:18/06 April 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. RESPONSE The Government Printing Office (GPO) appreciates Council's deep interest in Congressional actions concerning the possible amendment of chapter 19 of Title 44 USC. We are closely monitoring all developments which may affect our enabling legislation, and we will keep Council and the depository library community informed of significant actions. 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. RESPONSE GPO supports the development of a policy statement covering such electronic public service issues as providing basic instruction for patrons in using the Internet, loading CD-ROM discs, charges for printing, circulation of tangible electronic products, ready reference, etc. General guidelines, similar to the "Collection Development Guidelines for Selective Depository Libraries," could be issued as a Federal Depository Library Manual Supplement. GPO asks that the Depository Library Council appoint a working group similar to the "Guidelines" revision committee to include representatives from Council, regional and selective depository libraries, and GPO. The group's composition should also reflect academic, public, law, and other types of depository library concerns. A draft policy statement could be presented at the fall 1997 Council meeting. 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 JPEG 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. RESPONSE At Council's request, the Library Programs Service (LPS) undertook a special project to scan seven graphically intensive publications and mounted them on GPO Access in JPEG, PDF, and ASCII formats. The online versions were experimental and in addition to the normal distribution in either paper or microfiche. This project demonstrated the expense and difficulty of converting documents from a paper format to an effective electronic format. Of the responses received evaluating the two image formats, user preference was evenly divided between JPEG and PDF. But all libraries preferred the text-only ASCII format over either of the image formats, because of ease of use and the shorter time required to download the material. Current LPS policy does not include routine scanning of graphically intensive documents. As this special project demonstrated, scanning is an expensive alternative and the resulting products may have limited appeal for librarians in the depository community. The degree to which some patrons may be uncomfortable using certain information products at a public access workstation is offset, in part, by the increased ability to use such material from the privacy of one's home. In many ways popular topic information such as Marijuana Facts: Parents Need to Know is more useful in an online electronic format. It is then available for the many students that need to have the information when the single depository paper copy cannot be located. High interest topics in pamphlet format may be the first resources to disappear from library collections. If such products are available in an online format, users will be able to access the resources when they are needed. Established policies identify the format for these products when they are produced through GPO. For products not produced through GPO, it is the agency's responsibility to provide sufficient copies for distribution to the FDLP. If the agency is unable to provide the required copies, the information is generally sent to libraries in the microfiche format. Scanning for online presentation gives us another option to include this information in the FDLP. 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. RESPONSE The Bureau of the Census intends to offer Federal depository libraries access to the fee-based portion of the Census subscription Web service at no charge to the library. The specifics of the system have not yet been completed, but testing of the system was expected to begin in March. LPS has assisted Census by identifying four depository libraries for system testing. A copy of Council's recommendation concerning the new Census subscription service was sent to the Bureau of the Census to assist in developing its policy regarding access to the database. Census has advised LPS that multiple users will be allowed to access the database, but the users must access the system from the main library or the facility in which the Government documents department is located. Depository access to the paid database will be limited to a single geographic site. 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. RESPONSE GPO will host Council Web pages and accept Web page updates from Council. When Council submits its completed Web pages to LPS, these Web pages will be linked from the FDLP Administration Web page located at . 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. RESPONSE GPO has undertaken the coordinating role recommended by Council, as exemplified by the memorandum of understanding (MOU) between GPO, the University of Illinois at Chicago, and the Department of State regarding the DOSFAN Electronic Research Collection. Following the discussions at the fall 1996 Council meeting, GPO included in that MOU provisions which reflect the issues Council expressed in its recommendation regarding partnerships. Provisions in the MOU clarify that: The United States Government Printing Office, as coordinator of the FDLP, has final responsibility for and custody over all Federal Government information products held or made accessible by FDLP libraries or partner institutions. ...All software developed to provide access to the DOSFAN Electronic Research Collection is considered to be an integral part of the Collection. ...Assure that a mechanism is in place which provides a backup for software and data files constituting the DOSFAN Electronic Research Collection... Consult with Superintendent of Documents staff on any plans to migrate, reconstitute, or otherwise significantly modify the structure of the information content of or access to the DOSFAN Electronic Research Collection... Any modifications to or migration of the DOSFAN Electronic Research Collection should take into consideration industry format standards and must not undermine or limit access to the product. ...Upon the request of GPO, provide GPO a functioning copy of current and historical software and data files that constitute the DOSFAN Electronic Research Collection, to include documentation regarding the product, particularly if UIC is no longer able to support access to the product... 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) RESPONSE The fall 1997 meeting of the Depository Library Council to the Public Printer will be held on October 20-23, 1997, at the Adam's Mark Caribbean Gulf Hotel in Clearwater Beach, Florida. 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. RESPONSE We appreciate Council's advice and will continue to consider various technologies for maintaining effective URLs related to Monthly Catalog records. As the second largest producer of records with URLs within OCLC databases, we remain open to other options even as we work with OCLC to adapt its PURL software to maintain viable hot links for GPO applications. We recognize that PURL may be an interim solution, but we are convinced of the necessity to provide a consistent naming mechanism for our GPO locator services as well as the Monthly Catalog. 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...." RESPONSE GPO continues to monitor the functions and activities of the Chief Information Officers (CIOs). Although, in general, agency CIOs are responsible for information dissemination and public access activities, it appears that priority attention is being devoted to such issues as the Year 2000 Problem and the technical and procurement aspects of agency systems modernization. GPO will take every opportunity to inform CIOs or their staffs about issues concerning the FDLP, public access to Government information, and permanent public access. 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 the Library Programs Service 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. RESPONSE GPO plans to continue to provide training and demonstrations of GPO Access products and services at conferences, workshops and through a number of onsite programs at libraries throughout the country. Additionally, in order to better meet the high demand that has been demonstrated for these training sessions, GPO is pursuing two complementary approaches designed to create "train the trainer" opportunities. First, GPO is investigating the creation of an onsite training facility to provide a state-of-the-art location for GPO staff to train a number of librarians from different parts of the country who visit us in Washington, D.C. Secondly, GPO is actively exploring the formation of partnerships with other organizations to provide training on GPO Access products and services. In February, GPO made a presentation to the Regional OCLC Network Directors Advisory Committee (RONDAC) in Dublin, Ohio. GPO discussed a number of areas of potential collaboration with RONDAC to expand GPO Access training opportunities for the library community. We were very encouraged by the positive reaction of those in attendance, and look forward to working with RONDAC representatives on this joint effort. 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.