Proceedings of the 8^^ Annual Federal Depository Library Conference
April 12 - 15, 1999
Library Programs Service U.S. Government Printing Office Wasfiington, DC 20401 U.S. Government Printing Office Micliael F. DiMario, Public Printer
Superintendent of Documents
Francis ). Buclcley, ]r.
Library Programs Service Gil Baldwin, Director
Library Division Sheila M. McGarr, Chief Proceedings of the 8^^ Annual Federal Depository Library Conference
April 12- 15, 1999
Holiday Inn-Bethesda Bethesda, MD
Library Programs Service U.S. Government Printing Office Washington, DC 20401
1999 Marian W. MacGilvray Editor
Any use of trade, product, or firm names in tliis publication is for descriptive purposes only and does not imply endorsement by the U.S. Government. 1999 Federal Depository Library Conference - Proceedings
Table of Contents
Agenda v
Developing Regional Web Pages for Selectives: Suzanne Holcombe, Steve Beleu 1 FEFDL: Florida Electronic Federal Depository Library: Jan Swanbeck 5 Incorporating the NRC Legacy Collection into the FDLP: George Barnum, Elizabeth Yeates 8 Videoconferencing: Sandra Fritz 10 Introduction to DVD: Carol Cini 16 Partners Providing Public Access: Pennsylvania Spatial Data Access: A Partnership to Provide Access to Government Data: Kenwood Giffhorn 19 Partners Providing Public Access: The Library's Role in the PASDA Partnership: Chris Pfeiffer ....2^ Partners Providing Public Access: Focusing the Library's Contribution: Todd Bacastow 22 National Geospatial Data Clearinghouse: Archie Warnock 24 NTIS-GPO Depository Library Imaging Pilot Project: Walter L Finch 27 Assessment of Electronic Government Information Products: Final Report: Forest Woody Norton 29
DOE Virtual Library of Energy Science and Technology: Walter L. Warnick 33 Building the FDLP Electronic Collection: Laurie B. Hall, Judy Andrews 37 DOE Information Bridge: One Year Later: Don Altom 43 Digitizing Collections of Government Documents: Options, Processes, and Costs: Cathy Nelson Hartman 45 Advanced Search Techniques: Tracking Legislation through GPO Access' Congressional Databases: Karie Lew 60 Ways to Share the Riches: Web-Based Resources for Selective Housing Arrangements: Rob Richards 63 Spreading the Riches Around: Administering Selective Housing Arrangements from the Law Library Perspective: An Overview: Sharon Blackburn 67
What It Means To Be a Selective Housing Site in This Day and Age: Martha Jo Sani 72 How to Use the Digital Library of the State of the Environment on the Web and on a Web-
Connected CD/DVD-ROM: Brand L. Niemann 75 Federal Emergency Management Agency: Marc Wolfson, Dave Wellman 88
Elaws: Using Expert Systems to Deliver Complex Regulatory Information: Roland C. Droitsch ... 96
PURLs: What Do I Need to Know? Working with PURLs in Your Local Catalog: Background on PURLs and Link Maintenance in the Local Catalog: Arlene Weible 107
PURLs: What Do I Need to Know? Working with PURLs in Your Local Catalog: Nan Myers 113 American FactFinder: Barbara Aldrich, Robert Clair 125 Reinvention Web Sites: Tools, Documents, and Sen/ices: Patricia B. Wood 127
0*NET: Keeping Pace with Today's Changing Workplace: Donna Dye 1 33 The National Park Service Library Program: David Nathanson 135 Disaster Planning for Libraries: Lessons from California State University, Northridge: Mary M. Finley 142 The Aftermath of the Flood at the Boston Public Library: Lessons Learned: Ga;7 Fithian 148 Disasters: Plans, Clean-up, and Recovery—The Colorado State Experience: Fred C. Schmidt 53 Disasters: Plans, Clean-up, and Recovery at Stanford University Libraries: Joan Loftus 156
iii 1999 Federal Depository Library Conference - Proceedings
Improving the Quality of Documents Reference Service: Public Library of Cincinnati and Hamilton County: John W. Graham 163
Improving Quality of Documents Reference Service: Lillie j. Dyson 165
Web Pages for Training and Reference: Kay Collins 1 68 Engaged Institutions: Using the Federal Depository Library as a Community Service to
Address Regional Needs: Timothy Sutherland 1 75 How to Manipulate Federal Bulletin Board Files: Greta Boeringer 181 How to Manipulate Federal Bulletin Board Files: James Mauldin 186
How to Manipulate Federal Bulletin Board Files: David J. Nuzzo 198 Writing the Depository Self-Study: Ca/7 Snider, Stephen Henson 199 Department of Veterans Affairs Internet World Wide Web Server: Walter Houser 207 National Climatic Data Center: John Hughes 212 National Cancer Institute and Depository Libraries: A Productive Partnership: Nancy Brun 216 CDs in a Webbed World: Implications for Federal Depository Libraries: Cynthia Etkin 220 Future Colleagues: Documents Education in Library and Information Science Programs: Teaching Government Information on the Internet: Judith Schiek Robinson 224 Government Documents Assignments: Have We Really Been There, Done That?: Cassandra Hartnett 226 Future Colleagues: Documents Education in Library and Information Science Programs: Who Teaches What, When and Where: Bill Sudduth 228 Bureau of Labor Statistics Web Site: Deborah P. Klein 234 U.S. Department of Justice, Bureau of Justice Statistics Web Site: Kathleen Quinn 237 Tools People with Disabilities Use to Interact with the Web: Robert Neff 241 Hands-On Technolog(eye)s, Touching the Internet: David Poehlman 244 The Able Channel: Jeffrey Pledger 245 The Web and Effective Usability: Mark Hakkinen, Ray Ingram 246 Ready Access to Information for People with Disabilities: Joseph Roeder 247 Things Change: The FDLP Setting and Early Partnership Efforts: Duncan M. Aldrich 248 Partnerships on the Web: FDLP Partnering to Provide Access to Electronic Resources: George Barnum 255 Constructing a Partnership: Nuts and Bolts Perspective: Donna Koepp 257 Contributors 262
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J999 Federal Depository Library Conference - Proceedings
Agenda
Depository Library Council Federal Depository Conference
April 12-15, 1999
Holiday Inn-Bethesda
8 1 20 Wisconsin Avenue Betliesda, MD
Sunday, April 1
All day meeting of regional librarians
Morning
8:45 Welcome • Sheila M. McGarr, Chief, Depository Services, LPS, GPO
• Francis J. Buckley, Jr., Superintendent of Documents
9:00 Developing Regional Web Pages for Selectives • Steve Beleu, Director, U.S. Government Information, Oklahoma Department of Libraries
• Suzanne Holcombe, Assistant Documents Librarian, Oklahoma State University
Jan Swanbeck, Head, Documents Department, University of Florida
10:00 Break
10:30 Incorporating the NRG Legacy Collection Into the FDLP
• Elizabeth J. Yeates, Chief, Public Documents Room, U.S. Nuclear Regulatory Commission
• George D. Bamum, Electronic Transition Specialist, LPS, GPO
11:15 Regional Manuals/Superseded Electronic Publications • Daniel C. Barkley, Interim Director, Government Documents Department, University of New Mexico
12:00 Lunch
v 1999 Federal Depository Library Conference - Proceedings
Afternoon
1:30 Videoccnference: For Training and Communication
• Sandra Fritz, Federal Documents Coordinator, Illinois State Library
2:45 Wrap Up • Sheila M. McGarr, LPS, GPO
3:00 Adjourn
Orientation
4:00-5:00 Orientation to the Depository Library Council and Federal Depository Library Conference
This session is designed to acquaint first-time attendees with how Council works and to preview Conference activities over the next 3 Vi days. • Cynthia L. Etkin, Library Inspector, LPS, GPO, Facilitator • Gail Snider, Library Inspector, LPS, GPO, Facilitator
6:00 Informal pre-dinner get-together to network by food preference
Depository Library Council sc Federal Depository Conference
Monday, April 12
Morning
8:00 Registration and Coffee with Council and GPO Staff
8:30 Welcome & Remarks • Sheila M. McGarr, Chief, Depository Services, LPS, GPO • Thomas K. Andersen, Council Chair • Michael F. DiMario, Public Printer
9:00 GPO Update • T.C. Evans, Assistant Director, Office of Electronic Information Dissemination Services (EIDS), GPO
10:00 Break
10:30 GPO Update (continued) • Gil Baldwin, Director, Library Programs Service, GPO • Robin Haun-Mohamed, Chief, Depository Administration Branch, LPS, GPO • Thomas A. Downing, Chief, Cataloging Branch, LPS, GPO • George D. Bamum, Electronic Transition Specialist, LPS, GPO
vi J999 Federal Depository Library Conference - Proceedings
11:30 GPO Speakers: Council and Audience Q & A
12:00 Lunch
Afternoon
1 :30-4:00 Depository Library Promotional Materials, Order Forms, and Upcoming Marketing Efforts • Staff, Promotion & Advertising, GPO
2:00-3:15 Depository Library Council • Committee Reports and Recommendations for Council Action
2:00-5:00 New Documents Librarians Informal session to answer questions from mundane to complex about depository operational issues. For new documents librarians or those who feel "new" to any aspect of depository librarianship. Veteran documents librarians from a variety of backgrounds plus LPS staff will be available. • Vicki A. Barber, Chief, Depository Distribution Division, LPS, GPO, Facilitator • Sheila M. McGarr, Chief, Depository Services, LPS, GPO, Facilitator
2:00-3 : 1 5 Introduction to DVD • Carol F. Cini, Associate Director, Institute for Federal Printing and Electronic Publishing, GPO
2:00-3: 15 GPO Access (demonstration): All Databases
Part I: Introduction and Overview • Selene T. Dalecky, Analyst, EIDS, GPO • Karie T. Lew, Analyst, EIDS, GPO
2:00-3:00 LPS Tour
2:00-3:00 NOAA Central Library Tour
2:00-3:00 U.S. Senate Library Tour
2:00-4:00 STAT-USA/Internet Demonstration
3:15-3:45 Break
3:45-5:00 Partners in GIS: Establishing Partnerships to Provide Access to Government Data and Metadata to Citizens • Kenwood E. Giffhom, Deputy Secretary, Management and Technical Services, Pennsylvania Department of Environmental Protection • Maurie C. Kelly, Project Coordinator, Pennsylvania Spatial Data Access, Environmental Resources Research Institute • Todd Bacastow, GIS Coordinator, Pennsylvania State University • Christopher Pfeiffer, PASDA Metadata Specialist, Pennsylvania State University • Archie Wamock, Federal Geographic Data Committee Secretariat, U.S. Geological Survey
3 :45-5 :00 NTIS/GPO Depository Library Electronic Image Pilot Project • Walter L. Finch, Associate Director for Business Development, National Technical Information Service, U.S. Department of Commerce
vii 1999 Federal Depository Library Conference - Proceedings
3 :45-5 :00 GPO Access (demonstration) Part II: New Products and Q & A • Selene T. Dalecky, Analyst, BIDS, GPO • Karie T. Lew, Analyst, BIDS, GPO
3:45-5:00 Depository Library Council Working Session
Tuesday, April 13
Morning
8:00 Coffee with Council & GPO Staff
8:30 Depository Library Council: Plenary Session Assessment of Blectronic Government Information Products: Final Report • Woody Horton, Consultant, National Commission on Libraries and Information Science
9:30 Depository Library Council: Plenary Session DOE Virtual Library of Bnergy, Science, and Technology • Dr. Walter L. Wamick, Director, Office of Scientific & Technical Information, U.S. Department of Bnergy
10:30 Break
11:00 Building the FDLP Blectronic Collection • Judy Andrews, Blectronic Transition Specialist, LPS, GPO • Laurie B. Hall, Program Analyst, LPS, GPO
12:00 Lunch
Afternoon
1:30-4:00 Depository Library Promotional Materials, Order Forms, and Upcoming Marketing Efforts • Staff, Promotion & Advertising, GPO
2:00-5:00 Depository Library Council Working Session
2:00-3:15 Federal Agency Update Session, Part I DOB Information Bridge: One Year Later • Don Altom, Product Manager, Office of Scientific & Technical Information, U.S. Department of Energy 1997 Economic Census and Decennial Census • John C. Kavaliunas, Chief, Marketing Services Office, Bureau of the Census, U.S. Department of Commerce STAT-USA Products • Ken Rogers, Director, STAT-USA, Economics and Statistics Administration, U.S. Department of Commerce
2:00-3:15 Digitizing Collections of Government Information: Options, Processes, Costs • Cathy N. Hartman, Documents Librarian, University of North Texas Electronic Resource Library of Plutonium Information: Vision and Reality (demonstration) • Karen Ruddy, Director, Blectronic Resource Library Project, Amarillo College
viii 1999 Federal Depository Library Conference - Proceedings
2:00-3 : 1 5 GPO Access (demonstration): Advanced Search Techniques • Selene T. Dalecky, Analyst, EIDS, GPO • Karen E. Sieger, Analyst, EIDS, GPO Tracking Legislation through GPO Access' Congressional Databases • Karie Lew, EIDS, GPO
2:00-3: 15 Spreading the Riches Around: Administering Selective Housing Arrangements from the Law Library Perspective
• Robert C. Richards, Jr., Technical Services and Documents Librarian, University of Colorado Law Library • Sharon Blackburn, Government Documents Librarian, Texas Tech University School of Law Library • Martha Jo Sani, Assistant Librarian, Business Library, University of Colorado
2:00-3:00 LPS Tour
2:00-3 :00 U.S. Senate Library Tour
3:15-3:45 Break
3 :45-5 :00 Federal Agency Update Session, Part II A Digital Library of the State of the Environment; How To Use on the Web and on a Web-connected CD-ROM (demonstration) • Brand L. Niemann, Digital Librarian and Computer Specialist, U.S. Environmental Protection Agency Federal Emergency Management Agency (demonstration) • Marc W. Wolfson, Public Affairs Specialist, Office of Emergency Information and Public Affairs, Federal Emergency Management Agency Flaws: Employment Laws Assistance for Workers and Small Businesses (demonstration) • Roland G. Droitsch, Deputy Assistant Secretary for Policy, U.S. Department of Labor
3 :45-5 :00 PURLS: What Do I Need to Know? Working With PURLS in Your Local Catalog • Nan L. Myers, Government Documents Librarian, Wichita State University • Arlene Weible, Government Documents Librarian, Willamette University
3:45-5:00 GPO Access (demonstration): Advanced Search Techniques (continued) • Selene T. Dalecky, Analyst, EIDS, GPO • Karen E. Sieger, Analyst, EIDS, GPO
3 :45-5 :00 American FactFinder (DADS) (demonstration)
• Barbara J. Aldrich, Assistant Chief, Marketing Services Office, Bureau of the Census, U.S. Department of Commerce • Robert D. Clair, Senior Training Specialist, Marketing Services Office, Bureau of the Census, U.S. Department of Commerce
ix 1999 Federal Depository Library Conference - Proceedings
Wednesday, April 14
Morning
8:00 Coffee with Council & GPO Staff
8:30-12:00 Depository Library Council Working Session Draft Recommendations and Action Items
8:30-10:00 Open Forum: Sales Program • James T. Cameron, Acting Chief, Promotion & Advertising, GPO • Alan E. Ptak, Chief, Sales Management Division, GPO
. • Denise L. Thompson, Chief, Order Division, GPO
8:30-10:00 Federal Agency Update Session, Part III National Partnership for Reinventing Government (demonstration) • Patricia B. Wood, Web Manager, National Partnership for Reinventing Government 0*NET (demonstration) • Donna Dye, 0*NET Project Manager, Employment and Training Administration, U.S. Department of Labor National Park Service (demonstration) • David Nathanson, Chief of Library and Archives Services, National Park Service Harpers Ferry Center
8:30-10:00 Disasters: Plans, Clean-up, and Recovery • Mary M. Finley, U.S. Documents Librarian, California State University, Northridge • Gail Fithian, Coordinator of Government Documents, Boston Public Library ' • Fred C. Schmidt, Government Documents Specialist, Colorado State University • Joan Loftus, U.S. Government Documents Bibliographer, Stanford University
8:30- 1 0:00 Improving Quality of Documents Reference Service • John W. Graham, Head, Public Documents and Patents, Public Library of Cincinnati and Hamilton County
• Lillie J. Dyson, Public Libraries and State Networking Branch Chief, Maryland State Department of Education Web Pages for Training and Reference • Kay Collins, U.S. Government Information Librarian, University of California, Irvine
8:30-10:00 Engaged Institutions: Using the Federal Depository as a Community Service to Address Regional and Community Needs • Timothy L. Sutherland, Government Information Librarian, Indiana University, Northwest
10:00 Break
10:00-11:00 LPS Tour
10:00- 11: 00 Library of Congress Serial and Government Publications Division Tour
X 1999 Federal Depository Library Conference - Proceedings
10:00-1 1:00 National Library of Medicine Tour
10:00-1 1 :00 NOAA Central Library Tour
10:30-12:00 USDA Digital Publications Preservation Framework • Pamela Q. Andre, Director, National Agricultural Library, U.S. Department of Agriculture • Donald Waters, Director, Digital Library Federation, Council on Library and Information Resources
10:30-12:00 How to Manipulate Federal Bulletin Board Files
• Greta J. Boeringer, Documents Librarian, Pace University Law Library • James M. Mauldin, Publications Management Specialist, LPS, GPO
• David J. Nuzzo, Acquisitions Librarian, State University of New York at Buffalo
10:30-12:00 Hints on Writing the GPO Self-Study • Stephen Henson, Documents Librarian, Louisiana Tech University • Gail Snider, Library Inspector, LPS, GPO
10:30-12:00 GPO Access Open Forum • T.C. Evans, Assistant Director, BIDS, GPO, Facilitator
10:30-12:00 FDLP Administration Web Pages (demonstration) • Joseph P. Paskoski, Analyst, LPS, GPO
12:00 Lunch
Afternoon
2:00-5:00 Depository Library Council Working Session
2:00-3 : 1 5 Atlas of Knowledge Project: Further Opportunities for Digital Community Information Building
• John A. Shuler, Head, Documents Department, University of Illinois, Chicago
• Eliot J. Christian, U.S. Geological Survey
2:00-3: 15 Federal Agency Update Session, Part IV Department of Veterans Affairs (demonstration) • Walter R. Houser, Webmaster, U.S. Department of Veterans Affairs National Climatic Data Center (demonstration) • John Hughes, Outreach Coordinator, National Climatic Data Center, National Oceanic and Atmospheric Administration National Cancer Institute • Nancy Brun, Chief, Information Resources Branch, National Cancer Institute
2:00-3:15 CD-ROMs in a Webbed World • Cynthia L. Etkin, Library Inspector, LPS, GPO
2:00-3: 15 Future Colleagues: Documents Education in Library and Information Science Programs • Timothy C. Hartnett, Associate Librarian, Pittsburgh State University
• Judith S. Robinson, Associate Professor, School of Information and Library Studies, State University of New York at Buffalo • Cassandra Hartnett, U.S. Documents Librarian, University of Washington • William Sudduth, Reference Librarian, University of Richmond
xi 1999 Federal Depository Library Conference - Proceedings
2:00-3: 15 GPO Access (demonstration): All Databases
Part I: Introduction and Overview • Selene T. Dalecky, Analyst, EIDS, GPO • Karie T. Lew, Analyst, EIDS, GPO
2:00-3:00 LPS Tour
2:00-3:00 National Library of Medicine Tour
2:00-3:00 U.S. Senate Library Tour
3:15-3:45 Break
3:45-5:00 Federal Agency Update Session, Part V Bureau of Labor Statistics (demonstration) • Deborah P. Klein, Associate Commissioner for Publications and Special Studies, Bureau of Labor Statistics, U.S. Department of Labor Bureau of Justice Statistics (demonstration) • Kathleen Quinn, Project Supervisor, Bureau of Justice Statistics Clearinghouse National Center for Education Statistics (demonstration)
• Gerald Malitz, Webmaster, National Center for Education Statistics, U.S. Department of Education
3:45-5:00 The Ins and Outs (Literally) of Documents Processing • Vicki A. Barber, Chief, Depository Distribution Division, LPS, GPO • Robin Haun-Mohamed, Chief, Depository Administration Branch, LPS, GPO
3 :45-5 :00 Tools Persons with Disabilities (PWD) Use to Interact with the Web • Robert Neff, Intranet Project Manager, U.S. Mint • Joseph Roeder, Access Technology Specialist, National Industries for the Blind • David Poehlman, Independent Consultant in Information Technology Access by PWD • Jeffrey Pledger, President, Able Channel • Mark Hakkinen, President, Productivity Works, Inc. • Ray Ingram, Vice-President, Productivity Works, Inc.
3:45-5:00 GPO Access (demonstration) Part II: New Products and Q & A • Selene T. Dalecky, Analyst, EIDS, GPO ^ • Kane T. Lew, Analyst, EIDS, GPO ,
xii 1999 Federal Depository Library Conference - Proceedings
Thursday, April 15
Morning
8:00 Coffee with Council & GPO Staff
8:30 Partnerships on the Web: FDL? Partnering to Provide Access to Electronic Resources FDLP Partnerships: Origins and Underlying Issues • Duncan M. Aldrich, Head, Business & Government Information Center, University of Nevada, Reno DOSFAN: Launching the Partnership System • John A. Shuler, Head, Documents Department, University of Illinois, Chicago Constructing a Partnership: Nuts and Bolts Perspective • Donna P. Koepp, Head, Government Documents & Maps Library, University of Kansas GPO and FDLP Partnerships: Coordinator's Perspective • George D. Bamum, Electronic Transition Specialist, LPS, GPO
10:00 Break
10:30 Depository Library Council: Plenary Session Report of Draft Recommendations and Action Items (including audience response and comments)
11:30 Closing Remarks • Michael F. DiMario, Public Printer
12:00 Adjourn
1999 Federal Depository Library Conference - Proceedings
Developing Regional Web Pages for Selectives
Suzanne Holcombe Oklahoma State University Stillwater, OK
Steve Beleu Oklahoma Department of Libraries Oklahoma City, OK
Our regional depository Web sites should I. The joint Oklahoma State University / include information for the selective depository Oklahoma Department of Libraries and the libraries that we are responsible for assisting. University of Kentucky Libraries Regional Web In states like Oklahoma in which there are two pages are sites that have been developed to regional depository libraries, we suggest a serve their selectives.
"one-stop shopping" approach in which http://regdocs.okstate.edu/ selectives can access one Web site for services www.uky.edu/Libraries/deprds.html and resources available to them from both regionals. Each regional continues to maintain Following are current features of these Web its own Web site. Another option is to put a sites, and ones that we recommend for a link on the regional's Web site pointing to regional site serving its selectives. pages listing services and resources for its selectives. OK State University Library (OSU) / OK Department of Libraries (ODL) We will look at and suggest for your use some of the features that could be placed on such a 1 . Links to the general pages of OSU and Web site or Web page. These include features ODL and access to government information on Web sites that have been developed for on the Internet serving selectives (I) and noteworthy links on 2. A map of the Federal depository system in regional Web sites in general (ll-lll). Oklahoma, with directory information keyed to the map
In January and again in March we attempted to 3. Discard list guidelines for our state survey the Web sites of every regional 4. A gateway to GPO Access depository. In most cases we successfully 5. Information about the OKDOCS-L listserv reached the right page. But there were a few 6. Federal information guides in PDF format cases in which we could never find a regional 7. Links to the Federal Depository Library page. So our first obvious suggestion is this: Program Administration your department page should be available on 8. Links to Federal depository library the first level of your institution's Web site if at information all possible; if not, have it accessible on the 9. The Oklahoma State Plan for the FDLP second level. But if a selective has to navigate 10. Online articles down to a third level or beyond to search for 1 1 . Information about the Oklahoma Library your page, you may as well forget about it: Association's GODORT nobody will find it. 12. A meeting calendar
1 3. A "Contact Your Congress" link so that depository librarians can easily lobby their
1 1999 Federal Depository Library Conference - Proceedings
Congressional representatives about 3. Local listserv information legislation that affects them OK State University Library / OK Department of Libraries Upcoming features will include a news section http://regdocs.okstate.edu/listserv.htm and a guide about Native American resources in Oklahoma's depository libraries. University of Minnesota www.lib.umn.edu/gov/minndocs.html University of Kentucky Libraries 4. Directory of depositories within state
1. Government Information Gateway Louisiana State University
2. Location map of Federal Depository Library www. I i b . I su .ed u/govdocs/d i rector, htm I Community Libraries in Kentucky 3. U.S. Government Resources New Mexico State Library 4. Kentucky State Plan www. stiib. state. nm.us/gpo/gponmlib.
5. Exchange List Guidelines html
6. Collection Development Policy
7. Federal Depository Library Program Newark Public Library Administration www.npl .org/Pages/Col lections/ 8. "Let's Talk Documents" newsletter njdepositories.html
North Dakota State University
II. Notable features of Regionals' Web sites. www.lib.ndsu.nodak.edu/govdocs/ We recommend these types of features to nddepdir.html
include on a Regional Web site serving its selectives or on Web pages for selectives. OK State University Library /OK Department of Libraries
1 . State plans www.odl.state.ok.us/usinfo/usdepsys.htm Louisiana State University www.lib.lsu.edu/govdocs/laplan2.html University of Georgia www.libs.uga.edu/govdocs/listlb98.html OK State University Library / OK Department of Libraries University of Kentucky http://regdocs.okstate.edu/statpln.htm www.uky.edu/Libraries/depframes.html
University of Kentucky University of Minnesota www.uky.edu/Libraries/dep.html www.lib.umn.edu/gov/fedmn.html
2. Discard / exchange list regulations 5. Newsletters OK State University Library / OK University of Kentucky—"LTD: Let's Talk Department of Libraries Documents"
http://regdocs.okstate.ed u/d i scard .htm www.uky.edu/Libraries/depltd.html
University of Kentucky 6. Identification of Federal information in the www.uky.edu/Libraries/depelg.html news
University of Memphis—"Hot Docs in the University of Minnesota News" www.lib.umn.edu/gov/disposal.html www.lib.memphis.edu/gpo/hotcool.htm
2 1999 Federal Depository Library Conference - Proceedings
7. Link to the University of Memphis' University of Georgia "Migrating Government Publications" www.libs.uga.edu/govdocs/internet.htmI www.lib.memphis.edu/gpo/mig.htm Many regionals. 5. Links to Web sites of other depositories Louisiana State University
8. A map of depositories within their state www . I i b . I su .ed u/govdocs/l ade pos i . h tm I OK State University Library / OK Department of Libraries University of Idaho www.odLstate.ok.us/usinfo/usdepsys.htm www.lib.uidaho.edu/govdoc/otherdep.html #ID University of Kentucky www.uky.edu/Libraries/depframes.html 6. Bibliographies and guides, including links to the "GODORT Handout Exchange" 9. Links to the Federal Depository Library Auburn University Program Administration www.lib.auburn.edu/madd/docs/docbib. Many regionals. html
10. Links to Federal depository library University of Colorado at Boulder information www-Libraries.colorado.edu/ps/gov/ Many regionals. gd/search.htm
University of Georgia
III. Other notable features of Regionals' Web www.libs.uga.edu/govdocs/guides.html sites University of Memphis
1 . Links to various Federal information www.lib.memphis.edu/gpo/refgde.htm sources, including a link to "Resources of Use to Government Documents Librarians" 7. Their own regional collection development from the University of California at policy Berkeley at
3 1999 Federal Depository Library Conference - Proceedings
University of Georgia Four Powerful Features of the University of www.libs.uga.edu/govdocs/microdat.html Memphis Web Site:
10. Electronic information citators Home of "Migrating Government Publications" University of Colorado at Boulder www.lib.memphis.edu/gpo/mig.htm www-Libraries.colorado.edu/ps/gov/gd/
cite. htm "Hot Documents in the News" www.lib.memphis.edu/gpo/hotcool.htm
1 1 . Links to election information Web sites University of New Mexico "Internet Resource Guides" (subject guides to www.unm.edu/" govref/election. htm Federal info) www.lib.memphis.edu/gpo/refgde.htm 12. Freedom of Information (FOIA) Reading Room link "Instructional and Class Resources" University of New Mexico (information for classes at the University; an
www.unm.edu/' govref/doe/index' 1 .htm electronic reserve room) www.lib.memphis.edu/gpo/class.htm 13. Information on historical Federal publications about their state
Newark Public Library ; www.npl.org/Pages/Collections/ retrodocs.html
14. Information on current Federal publications about their state
New Mexico State Library (project is currently underdevelopment).
www. stiib. state. nm.us/gpo/gpomain. html
15. Lists of Federal agencies whose depository publications the regional receives— recommended for states with a shared regional such as North Dakota North Dakota State University www.lib.ndsu.nodak.edu/govdocs/ govndsu.html
University of North Dakota www.lib.ndsu.nodak.edu/govdocs/ govund.html
4 1999 Federal Depository Library Conference - Proceedings
FEFDL: Florida Electronic Federal Depository Library
]an Swanbeck University of Florida Gainesville, FL
In April of 1 998 the Documents Department of information, the reality for the citizens of the the University of Florida submitted a grant State of Florida is quite different. Access varies proposal to the State Library of Florida (LSTA) according to proximity to a depository library to fund the creation of the Florida Electronic and the completeness of the depository Federal Depository Library. The stated need library's holdings. An additional factor for this Web page was: Equitable, no-fee access impacting equality is the migration of Federal to Federal Government information for all publications to the Internet. The lack of a citizens of the State of Florida. statutory obligation to make this information available to depository libraries has created an An analysis of the location of the Federal untenable situation. Library staff and users are depository libraries in Florida showed that the dependent on unsatisfactory search engines, citizens of the State of Florida do not have which return thousands of hits and databases equal access to a depository library. Of the 67 such as GPO Access, which have only a counties in the State, less than one third have a portion of available Federal information. depository library within their boundaries.
One half of all the depositories in the State are FEFDL (Florida Electronic Federal Depository located in 5 counties. Citizens in counties Library) was the proposed solution. This free, without depository libraries in Florida, most of one-stop Web interface will provide: them rural areas with a low income population, must travel a great distance to reach the nearest • Access to 100% of the Federal publications Federal depository library, pay for a long distributed to depository libraries distance phone call, or depend on interlibrary loan from their local library. • Single source of links to thousands of Federal Web sites An examination of the widely varying percentages of available Federal publications • Easy to use subject index selected by depository libraries in Florida points out additional inequities in access to • Search capability Federal information. Citizens of Putnam
County have access to only 8% of the Federal • Clickable map of Florida to find nearest publications distributed by the Government Federal depository library along with a
Printing Office. Citizens of Alachua County listing of county libraries with electronic and Leon County, on the other hand, have contacts (e-mail and Web pages) and close to 100% of the information readily information about school districts and available. county government
While the Federal Depository Library Program was created to ensure equal access to Federal
5 1999 Federal Depository Library Conference - Proceedings
• Interactive electronic services such as no cost, rapid communication among the 40 interlibrary loan, reference, and duplication depositories in Florida. In reality, the requests depository administration benefit was one of
the driving forces of this grant. This is not a • Federal statistical data for the State of convincing argument, however, for a State Florida in CIS format Library, which does not normally fund academic institutions. In fact, no one could
The primary rationale used in the grant remember exactly when the University of proposal came from the State Library's long- Florida had last had a proposal funded by the range plan ACCESS FOR ALL which states: State. "Ninety-five percent of public library outlets
will have direct digital public access with full Happily, the grant was funded and we are now graphical interface to the InternetAVorld Wide half way to the completion date. We are not, Web by 1999." FEFDL would provide access however, half way to completion. to Federal information in 95% of the libraries in Florida. Not surprisingly, things have not gone as smoothly as described in the proposal. Getting The site would have a link to the University of the funds transferred to the correct account was
Florida's online catalog, which has a nightmare. At one point it had been placed bibliographic records for 10% of the in another department's account but fortunately documents distributed to depository libraries these kind people brought it to the Library's
since 1976. A patron will be able to initiate a attention. Ordering the hardware has been request for the material directly via e-mail or equally as difficult. The original specs called
use the holdings information for other for an NT Server but the Head of Systems in depository libraries in the State to find a closer the end insisted on Linux. This was very ironic location. The site will also provide a link to because the proposal had originally been GPO's sales program, enabling citizens to written for a UNIX server in order to order material online. accommodate the GPO Gateway software.
The proposal goes on to state that Federal The bulk of the funding was for staff. Currently
information migrating to the Internet is not two graduate students are working ten hours a cataloged and libraries can no longer depend week. One, a geography graduate student, is on traditional access points. FEFDL is creating the county maps using ArcView. The described as an attempt to establish other, a computer science graduate student, is bibliographic control of this electronic material creating the county links. for the entire state. The effort is likened to the development of OCLC, a cooperative One aspect of the grant, the publicity phase, cataloging project established to prevent has not been addressed at all. As outlined in duplication of effort. This site will hopefully the proposal, this will involve a mailing to all prevent every library in the state from public libraries in the state, articles in attempting to create links to the same Web appropriate newsletters, and a detailed pages for Federal information. announcement on the Florida public library
list-serv. This is, by far, the most critical
The proposal went on to describe some added component of the grant, if people don't know benefits such as publicity for the Federal about our page it may as well not exist. The
Depository Library Program, the provision of final task will be the mailing of a survey to all geographic representations of frequently Federal depositories and public libraries in the requested Florida county statistical data, and State to determine if they have linked to FEFDL
6 1999 Federal Depository Library Conference - Proceedings
and if they have evaluative comments to share on its content. This will tell us in no uncertain terms if our efforts were worth it!
Check out our progress at: http://depo.uflib.ufl.edu.
7 1999 Federal Depository Library Conference - Proceedings
Incorporating the NRC Legacy Collection into the FDLP
George Barnum U.S. Government Printing Office Washington, DC
Elizabeth Yeates Nuclear Regulatory Commission Washington, DC
U.S. Nuclear Regulatory Commission (NRC) • conducting inspections and developing and enforcing regulations governing these Mission: To ensure that nonmiiitary uses of activities. nuclear materials in the United States are carried out with proper regard for the The NRC Public Document Room protection of public health and safety. NRC accomplishes its mission through: Mission: To facilitate the public's access to NRC publicly available documents. • licensing the construction, operation, and
decommissioning of commercial and Through its comprehensive document release research nuclear reactors, nuclear fuel policies, the NRC has made available more cycle facilities, and uranium enrichment than two million documents for public viewing facilities; and copying in the Public Document Room
(PDR) since its transfer to NRC from the former • licensing the possession, use, processing, Atomic Energy Commission (AEC) in 1975. and exporting of nuclear materials, The holdings include documents from the including certain aspects of transporting regulatory activities of the AEC. and disposing of nuclear materials and wastes; PDR librarians assist members of the public in defining their information needs; and in
• licensing the siting, design, construction, identifying, evaluating, and accessing relevant operation, and closure of low-level NRC documents from various resources (PDR radioactive waste disposal sites and a collections, GPO, Web, distribution lists, etc.) geologic repository for high-level radioactive waste; The NRC Local Public Document Rooms (LPDRs)
• safeguarding nuclear materials and facilities from theft, damage, and sabotage; Mission: To give citizens living or working nea^* nuclear power reactors and certain other
• supporting U.S. national interests in the nuclear facilities access to the records used by safe use and nonproliferation of nuclear the NRC in licensing and regulating those local materials; and facilities.
8 1999 Federal Depository Library Conference - Proceedings
Documents made publicly available in 1981 LPDR Host Library Responses to NRC Request and thereafter are represented in the majority for Non-Binding Indication of Interest in of LPDRs as 48X microfiche (referenced as Retaining 1981 + 48X Microfiche Collections "1981 + 48X microfiche"). after Proposed Termination of NRC Funding
LPDRs are situated in academic, public, and 71/73 had responded by April 2. State libraries. There are currently 86 LPDRs and 73 of these have the 1981 + 48X 54/71 (767o) replied affirmatively, 17/71 (247o) microfiche collections. Reference support to replied negatively.
the LPDRs is now provided by the PDR. 22/24 (927o) selective depository libraries Agency Documents Access And Management responding replied affirmatively; 2 (87o),
System (ADAMS) negatively. (2 selective depository libraries have not yet responded.) Definition of ADAMS 5/6 (837o) Regional depository libraries replied
The policies, processes, and software tools to affirmatively- 1 (177o), negatively. manage unclassified, official program and administrative records of lasting business value Of 34 states* currently with one or more of to the NRC in an electronic rather than paper these collections (from a total of 38 states with based environment. LPDRs), 5 do not have a library indicating
interest in retaining a collection (Iowa, Importance of ADAMS Maryland, Minnesota, Mississippi, and Vermont). The Maryland and Vermont nuclear • Will be installed on the desktop of every facilities are within 50 miles of, respectively, employee the NRC Public Document Room and a Massachusetts library indicating interest in
• Natural tool that will be used in everyday retaining a collection. work: like the telephone or e-mail *(AL, AR, AZ, CA, CT, FL, GA, lA, IL, KS, LA,
• Each employee and the NRC will achieve MA, MD, ME, Ml, MN, MO, MS, NC, NE, NH,
productivity gains with its use NJ, NV, NY, OH, OR, PA, SC, TN, TX, VA, VT, WA, Wl)
• It will improve communication within the NRC and with licensees and other GOAL: stakeholders Permanent Retention of at least One (1 ) 1 981 -h 48X Microfiche Collection in Each State
• Will make public documents available to Currently Holding One the public via the Internet Options:
• Submittals to the NRC can be in electronic Regional depository libraries, strategically form via the Internet (in lieu of paper) placed, assume the 1 7 rejected collections?
Regional depository libraries develop Selective Housing Agreements with one or more libraries retaining the collections?
9 1999 Federal Depository Library Conference - Proceedings
Videoconferencing
Sandra Fritz
Illinois State Library Springfield, IL
I have been asked to give a talk on seemed to be the use of teleconferencing. We videoconferences, and while I am more than found this to be a very beneficial and cost
happy to do this, I can only tell you what we effective way of reaching many members of do in Illinois. Please remember that what you our library community. do in your own states and agencies will vary.
My perspective is from a State Library in the All of the money is provided by the State Midwest. Our abilities will not be the same as Library. Funds are budgeted to produce four to yours. I plan to tell you three things: six conferences a year, and, due to the success statewide, there has been no problem getting
1 . How conferences are organized in funds for the conferences. Illinois.
2. Personal experiences There is one thing that is most important to 3. Do's and don'ts of videoconferences as realize before the library can sponsor a we have experienced them in Illinois conference or allow them to be shown at various locations throughout the state. There
How Conferences Are Organized can be no cost to the user. The entire cost is fronted by the State Library. The Illinois State Library has been doing videoconferences since 1992. Our The conferences are shown in locations teleconferencing is not solely limited to throughout the state. We also have taped them government information. As a matter of fact, for posterity, and the videos can be borrowed we have only done one dedicated solely to through interlibrary loan. The conferences government information, mainly GPO Access, happen because the State Library has the though documents have been included in other cooperation of the Illinois Information Services videos dealing with reference work. agency. This agency tapes the video footage
and runs the show when it is live. The videoconferences have covered a variety of subjects. Past conference titles have Most of our conferences have taped and live
included "Promoting Libraries: Telling Your footage. This can prove to be a challenge but it Story to the Media and Public," "The Road Less seems to work best. Traveled: The Americans with Disabilities Act," "First Step in Digitizing," "Back to Basics: Kids The person at the Illinois State Library who and Reading," and "Grants and Grantmanship: organizes and coordinates the conferences, and
How to Design a Successful Grant thus keeps all of the statistics and contact
Application." information, is Jill Heffernan. Jill is the
administrative assistant in the Library
The Illinois State Library has sponsored over 35 Development section of the library. I have videoconferences since 1992. The idea is to included her e-mail and phone number on the get the information out to the library handout so you can contact her with any community statewide. The best way to do that
10 1999 Federal Depository Library Conference - Proceedings
questions you may have that go beyond my and they must do it free of charge to the State scope today. Library as well as the attendees. The only thing
I know about KU Band capable is that is the
Library Development is primarily responsible width of the broadcast signal. To find out more for videoconferencing at the State Library. please ask your own technical specialist.
They are in charge of organizing the
conferences, coming up with the ideas and Jill then sets about getting the sites for carrying them through. More importantly, the registration and typing up the form. Every money comes out of their budget. library in the state gets information about the
conference. The list covers about 4,000
Now to get the statistics out of the way. I have people, including some 20-30 people outside been given information on 27 of the of Illinois who have asked to be put on the
videoconferences sponsored by the State mailing list. The information is also put out on Library. Please be aware that this information our Web site at is not completely current, it is just used to give us/> . I have included that on the handout as you some idea of the costs involved. The well. average cost of sponsoring a conference has been around $2,256.00, with the highest price People are asked to mail, e-mail or fax their paid of $3,585.69 and the lowest being confirmation. The downlink sites have a code $1,562.50. The average cost per viewer has that is given to them by Development. The been $6.30 (about the price of a movie in code number is also a way to know when a site Springfield), the high being $13.98 and the low is calling in with a valid question. We know it being $2.37. is from a registered site and where that site is. The average number of attendees is 41 2. The Some people receive the conference through lowest number attending was 1 35 (that was cable access channels or can receive the early on in the records) and the most so far has videotape through interlibrary loan. The list of been 903. The average number of downlink conference titles can also be found on our Web sites is 27, with the most being 32 sites. I will page. get to that just a little bit later. The final process is an evaluation form, jill This is basically how it works. Development compiles the information including any checks the calendar and chooses the dates. suggestions for future programs or topic areas. Right now their goal is to do six a year, three in the spring and three in the fall. They do not do Our videoconferences have reached over them in the summer because they feel they will 1 1,000 people, with an average audience of lose the school librarians, and the goal is to around 412 people. We have been contacted reach as many librarians in the state as by many people outside of Illinois, including possible. people from Texas, Colorado, California, Virginia, Michigan, Missouri and Florida. Lest Next they contact the "satellite guys" over in you think we are limited to the people of the the Illinois Information Services office. They United States, we have heard from people in confirm the dates with them and then move on Ireland, Australia, Canada, South Africa and the to publicity. I am not very good at this next Virgin Islands. part and if you have any real "technical" questions, I would contact Jill, but here goes. We have already done two conferences this They choose their downlink sites. The sites year. Our first one was entitled "Metadata." must have a satellite that is KU Band capable Our second "Partnerships for the Future: 11 1999 Federal Depository Library Conference - Proceedings Librarians and Vendors Working Together" was Anyway, three of us sat around and came up in March with our next conference, the "4th with some ideas. What resulted was "The Annual Trustee Satellite Videoconference: Technology Game" videoconference. We Legal Issues dealing with Library Trustees" on came up with a game show idea and based it April 24. There are four more in the process of on Jeopardy! Our host was Dick Dos, and we being planned this year. had three contestants. We bullied three other members of the staff to be the contestants, and Personal Experiences the game begins. As you probably know, a great deal of work We came up with questions and answers, some goes into what some might call a little two correct, some not, some funny we hoped, and hour videoconference. It may look easy but some probably not. When the question was believe me it is not. I don't have any statistics answered, we cut away to the two "geeks" who to back up what I am about to say, but it takes took the question and answered it in greater an average of 1 0-1 2 hours of work for every detail. It covered the basics; it was 1995, after half-hour on tape. Depending on how you all. After the script was approved, we went to work it or what your conference entails, you the studio to film it. may have a great deal of writing to do or if you have more of a "live" format, you will need to We had it all: TelePrompTers, lights, cameras, have conference calls, and plenty of time for microphones, the highest quality of sets and electronic mail. props. The podiums were made out of plastic with little hotel clerk bells. We were warned What I am going to do now is talk about not to hit them too hard as they may fall over, planning and implementing a videoconference. and, let me just say, one did. One woman hit I will share my own experiences as well as the bell with great force and saw it go falling those of two other members of the Illinois State through the plastic down to the ground. Library staff who have planned these Needless to say a cut was necessary. The other conferences. They are Anne Craig, head of our blooper that needed a cut dealt with Dick Dos new Digital Imaging Program at the State and the answer of hard disk drive. Library who recently completed a conference on Metadata, and Barbara Alexander, network The filming of little two to three minute consultant at the State Library. Some of you segments took all day long. The geeks had the may know Barb, as she was the Federal look of being in a lab, this was done with some documents librarian at Illinois State University special effects from the studio guys. One word before joining us at the State Library. Barb has of advice: stay on the good side of these guys. been heavily involved in the most recent They can make ya or break ya. conferences sponsored by the library. You can come up with an idea, and they can Let's start with me since I know me best. In come up with better ones. They have the 1 995, I was called by my supervisor to help wizardry and know-how to improve on what brainstorm some ideas for a videoconference you already have written and can be helpful in on technology. I have a background in local lending a prop or two. theater and tend to be somewhat of a goofball at work. Perhaps these are the qualifications I was not involved with another conference necessary to begin a career with until 1996 when we had a our re-inspection. teleconferencing, I don't know. Since we had personnel coming from GPO (Sheila), it seemed the perfect opportunity to do a conference on government information 12 1999 Federal Depository Library Conference - Proceedings and to use her knowledge for a over two evenings. The second hour was a videoconference. So we combined the geeks live panel discussion with the documents from the "Technology Game" and, after some coordinator, Jim Edstrom, as moderator. brainstorming, with a superhero character we called "GPO Man." I will also give you a warning that, while you should have a core group who writes your He could help a floundering librarian answer a script, leave a person or two to critique your Federal question in a single bound. GPO work when it is done. As you probably know, Access was his greatest tool, and at the time, after a while it all seems funny to you and also GPO Access was new. We cooked up some seems to make sense, when that may not be scenarios for GPO Man to come and rescue the the case. information specialist. We had Dorothy Gale from Kansas seeking information on Bob Dole. The third and final conference I have been We had a Russian spy ask for CIA documents, involved with was called "Strengthening Your and a CIA agent getting some help from the Strategy: Advanced Techniques for Reference Economic Report of the President. on the Web." We wised up a little on this one and went beyond our own resources for When the librarian gave a cry for help, she assistance. This proved to be one of our most called for GPO Man who came zooming in. I successful videoconferences, due partly to the will now show you a clip or two from the subject matter. 903 people tuned into this one. videoconference including the stunningly We received calls from around the country as attractive GPO Man. Needless to say, our well as Ireland and Australia for this one. GPO Man was not too thrilled with his costume but at least he doesn't wear tights! The conference dealt with the different types of search engines on the Web and the strengths After the somewhat amusing skit humor, we and weaknesses of each. Anne Craig had a question and answer session. When you coordinated with other members of ILLINET, have a Q&A, it is necessary to come up with our statewide library network, to come up with questions on your own in case nobody calls in. scenarios about using different search engines. As you know, you can talk to a whole room She posted messages to our statewide reference and not have anybody ask any questions. It's list-sen/ to get a fresh perspective from people bad enough when this happens in a room full outside the State Library. Since we are a of people but when this happens in a special library, it was useful to have input from videoconference, you have dead air, which academic and public libraries. nobody likes. I recommend that you have a few members of your staff that are not "on Combining the scripts of different people camera" to call in with questions you have proved to be a challenge. While the whole previously written up and hope that this sparks burden of writing the script did not fall to us, questions for those watching. we had to be sure it was something we could film in one or two evenings and that the scripts Our GPO conference seemed to be quite would address the questions we were asking. popular and one response told us GPO Man For the most part, it worked out well. We did was dreamy. OK, it was John Shuler, but it was come up with a problem or two in filming. funny nonetheless. The filming and script writing took up a great deal of time. Once For most of the scenes someone who worked again, it takes a great deal of work to pull off a at the State Library was the "librarian." Since two-hour show. The first hour of the we were familiar with the space and had done conference was prerecorded at the State Library a conference before, it would be a little easier 13 1999 Federal Depository Library Conference - Proceedings when it came to filming. One of the people • Screen your phone calls we had write a scenario did so and scripted himself as the librarian which was fine, we • Use a change of pace: Nobody wants to figured that we wouldn't have to worry about it see 2 hours of talking heads because he would know it because he had written it. WRONG! • Keep it to two hours. The attention span will wander When it came time to film, this person decided that each time he did the scripted search, he DON'T would search it in a slightly different manner, it seemed to us, that he did not realize that this • Revise or improve your script on a daily was not a real reference interview, but a basis scripted one with a beginning, middle and end and a point to make. It was very difficult to • Wait for the Internet to load. Use a canned edit his section into anything usable because demo for filming he did not repeat himself. Otherwise, it was a did a relatively painless shoot; we even few • Leave things to chance: script as much as commercials for search engines like Excite and you can, but leave a little room for improv Yahoo! • Leave time for "dead air" This was the last conference I was directly involved in. I have talked to others who have • Wait till the last minute; it will show done them recently and now I would just like to share with you some of the do's and don'ts A few of the other lessons learned are, no of videoconferences as we have discovered in matter how good a public speaker your our seven years of doing them. presenter is, there is a difference between public speaking and on camera speaking. DO Given the limitations we sometimes encounter, i.e., we are not a Hollywood studio, big • Use humor movements and wandering around the room are not kosher on camera. Your movements • Rehearse as much as you can are limited. Remember you are reaching a large group but the camera is the one person to • Get your PowerPoint or whatever whom you are talking. presentation you are using to your technical people a few days ahead of the If possible, try to get someone experienced. conference Life is so much easier when you have someone who knows what they are doing. Good • Be on good terms with your technical organization skills are a must as well. people. They make or break you. Remember, there is work to do after the • If using a panel discussion, give each conference. Thank you notes, and in our case, member a "moment" to shine. we send tapes out to the participants. There are follow-ups to do and evaluation forms to • Get a good moderator assess. • The more specific the topic the better the Remember the difference between tape and conference live broadcasting. With videotape, you can 14 1999 Federal Depository Library Conference - Proceedings film it more than once and if worst comes to discussion will pay the price. Sometimes, of worst, you can edit. This is not possible with course, this cannot be avoided. In the live on camera work as any blooper television preliminary, try to feel out your panel members show can attest. as much as possible. Believe your would-be speakers if they tell you Satellite time is expensive, so use it! that they a) aren't any good on camera, b) are shy about being on camera, or c) are not good Something is going to go wrong, so BE public speakers. PREPARED and don't let it upset the apple cart. We have had folks in our tapes who have not In conclusion, I would say, get a good group felt comfortable on camera and believe me it together, have a solid idea and have fun with shows! Once you get through the normal, "oh, it. It is a learning process. The Illinois State not me, I can't!" to the really serious, " NO Library has sponsored many conferences and REALLY!", believe them. Your conference will lessons are learned on each one. Be open and be better for it. learn. It has been an excellent way to communicate throughout the state and reach To the best of your ability, try to get thousands of people with technology that is compatible people for a panel discussion. readily available. When your panel members clash, your live 15 1999 Federal Depository Library Conference - Proceedings Introduction to DVD Carol Cini U.S. Government Printing Office Wasliington, DC DVD started out standing for Digital Video storage capacity is as follows: DVD-5 (1 side, 1 Disc, then Digital Versatile Disc, and now it's layer) 4.7 Gb, DVD-9 (1 layer, 2 sides) 8.5 Gb, just plain old DVD. It is essentially a bigger DVD-10 (2 sides, 1 layer) 9.4 Gb, and DVD-18 and faster CD that is being promoted for (2 sides, 2 layers) 1 7 Gb. For recordable entertainment purposes (movies) and some DVD's, the capacity as of today is as follows: computer applications. It will eventually DVD-R, 3.8 Gb per side, and DVD-RAM, 2.6 replace audio CDs, VHS and Beta tapes, Gb per side. laserdiscs, CD-ROMs, and video game cartridges as more hardware and software Now, let's take a look at each type of DVD, manufacturers support this new technology. starting with DVD-Video. A DVD-Video can hold up to 1 7 Gb of video. However, no one DVDs and CDs look alike. A CD is a single to date has produced a DVD beyond a DVD-9, solid injected molded piece of carbonate which holds up to 270 minutes of high quality plastic that has a layer of metal to reflect data video using MPEG2 compression. DVD-Video to a laser reader and coat of clear laminate for also supports up to 8 tracks of digital audio protection. including Dolby Surround Sound. I will demonstrate the multi-language capabilities at DVD is the same size 4s a CD but consists of the end of the presentation by having Mel two solid injected molded pieces of plastic Gibson speak perfect French. bonded together. Like CDs, DVDs have a metalized layer (requires special metalization DVD-Video also supports up to 32 subtitles or process) and are coated with clear laminate. karaoke tracks. This feature is a great benefit to Unlike CD's, DVD's can have two layers per those who want to be ADA-compliant. You side and have 4 times as many "pits" and can also have nine different camera angles. If "lands" as a CD. you are watching a DVD-Video of a football game from the 50-yard line, you could switch There are various types of DVD, including the camera angle and watch from the end DVD-ROM, DVD-Video, DVD-Audio, DVD-R, zone. Same concept the networks use, except and DVD-RAM. The specifications for these you have control. Unfortunately, I won't be DVD's are as follows: for prerecorded DVD's; able to demo this feature as the only movies Book A - DVD-ROM, Book B - DVD-Video, currently available with multi-angle features are and Book C- DVD-Audio. For recordable from the pornography industry. DVD-Videos DVD's, there is Book D - DVD-R, Book E - offer menus and simple interactive features as DVD-RAM. The official DVD specification well as parental locks. If you have an R-rated books are available from Toshiba after signing movie, you can easily make it G-rated by a nondisclosure agreement and paying a locking out all R and PG frames. Other $5,000 fee. features such as fast forward or still frames plus more are available. DVD-Video supports The storage capacity of a DVD in relation to a widescreen and movies reconfigured for CD is immense. For prerecorded DVD's, the television viewing. 16 1999 Federal Depository Library Conference - Proceedings DVD-Videos came into the market in 1997 published. One agency that is going to benefit after the DVD manufacturers convinced the greatly from the DVD technology is the U.S. movie industry that copying movies would Patent and Trademark Office (PTO), require very expensive equipment and would represented today by Mr. Cox, who will talk be extremely hard to accomplish (unlike VHS about the PTO and DVD following this and Beta movies!). Eventually, DVD-Video presentation. will replace the VHS and Beta formats as more movies become available and more players are Some uses for DVD-ROM include training, sold. Blockbusters is now stocking DVD large databases, and of course the games for movies in some of its stores as they also foresee kids and some adults like me. The Navy came the future. Movies are available for rent or can out with a DVD in 1 998 for medical training in be bought for prices from $12.00 to $30.00. the event of chemical warfare. It runs a trainee These prices will drop when the demand through a series of video scenarios, and the increases. trainee must look at each video for clues to help determine if a chemical attack has There is another product similar to a DVD occurred, the severity of the injuries, and the called DIVX. These can be bought at Circuit proper way to respond. The Air Force also City for about $5.00, which entitles you to came out with a DVD in 1 998 on the subject view the movie once. With the DIVX player of ethics. you can dial a phone number and request another viewing of the movie for another Basically there are seven steps for making charge. I personally think that DIVX is the Beta multimedia DVD-ROM. One has to create or version of DVD and will probably not survive collect the data, video, and audio. A menu as the prices of DVDs continue to drop. and navigational tree has to be developed. The media elements, such as compressing the Of greater interest to those in the library video, must be prepared. All the data must be community is the DVD-ROM which will affect formatted for DVD and then a test disc is the publishing industry. A DVD-ROM can created. Copy protection can be added if hold 4.7 to 1 7 Gb of data and has a transfer required and then the discs are replicated and rate of 1 .3 Mb per second. DVD-ROM packaged. supports both the micro universal disc format and the CD ISO9660 format. You can view The cost for authoring a DVD-ROM can run CD's in a DVD drive but not the reverse. from $2,000 to over $50,000 depending on the Naturally, high quality video, audio, and features to be included on the disc. The interactive features can be added to a replication costs, which are dropping, run publication making it very dynamic. about $2,000 for mastering the disc and $1 .80 to $4.50 per disc (depending on the number of Video on CD-ROM was very limited layers used). considering the limited space. At this point there are not many DVD-ROM's available. There were some initial problems with DVD- One of the first DVD-ROM's was the United ROM. In the summer of 1997 there was a States white pages containing all the phone "plug fest" organized by the International numbers in the U.S. These were originally sold Multimedia Association where 40 DVD titles in on 5 CD-ROM's but now are available on one development or in distribution were tested on DVD. DVD-ROM playback systems. Two thirds of the DVD-ROM titles that used MPEG2 video DVD-ROM publishing in the Government is in did not work, while 95% of DVD-ROM titles its infant stage and very few have been without video worked properly. Today's 17 . 1999 Federal Depository Library Conference - Proceedings generation of DVD-ROM playback systems specification version 1 .0 was just recently should have no problems running DVD-ROM released. with video. I have the first generation laptop with DVD and, unfortunately, I am unable to Why bother with CDs when DVD is now play any of the Government-produced DVD- available? In 1998 the projected sales of DVD- ROMs. Video players was 1 .2 million and 6.5 million for DVD-ROM players. According to the The next type of DVD is the DVD-R or DVD- industry, CDs and DVDs will coexist until the Recordable. The recorders are very expensive year 2001, at which point the DVD player will ($1 7,000); however, a $5,000 unit will be out become a standard for desktop and laptop units shortly. The DVD-R discs cost approximately and more DVDs will be sold than CDs. $50 per disc and currently hold 3.95 Gb per side (this will increase to 4.7 Gb by this If you want more information on DVD, I summer). I suspect the cost of the media will suggest the following sources: also drop in time. DVD Forum DVD-RAM, which is a rewriteable disc (fn a SIGCAT At this time, many people have opted for the Electronic Publishing is also offering a one-day DVD-RAM as the costs are lower than the class given by Ralph LaBarge, who is an expert DVD-R. There are other rewritable formats in this area. such as DVD-RW and DVD-RW+ but it appears that DVD-RAM will lead the pack. At this point, let me demonstrate some of the DVD-Video features and answer any of your DVD-Audio, which will provide high fidelity, questions. surround sound, and obviously longer playing features, will be coming out soon. The 18 J 999 Federal Depository Library Conference - Proceedings Partners Providing Public Access Pennsylvania Spatial Data Access: A Partnership to Provide Access to Government Data Kenwood Giffhom PA Department of Environmental Protection Harrisburg, PA Introduction PASDA • This presentation • Spatial Data Library Approach > The nature of geographic data > The PASDA partnership • Data-related tasks Include > Creating metadata > identification > The Library's opportunity > storage > documentation Geographic Data > retrieval and distribution • Example: USGS Digital Orthophoto PASDA is a spatial data clearinghouse that Quarterquad (DOQ) provides organized access to spatial data from > Approx 45 Mb each government, business, academia, and non- > 4 per 7.5 min quad governmental organizations in a repository for > 3600 for PA easy query, analysis, and display. It is an easy > 162 Gb for the state to use system that catalogs and serves spatial > 300 CDs data critical to the decision making processes. A stack over 6 feet high PASDA Results • Locally developed more detailed • Over 7000 datasets documented Partnership > 3000 Digital Orthophoto Quads > 1800 Digital Raster Graphics • PA Department of Environmental > 900 Digital Elevation Models Protection > 1500 Locally Developed Digital Datasets • Penn State University > Environmental Resources Research • "Pull" approach for metadata collection Institute > Department of Geography • 200 Gb of "native" format data > Cataloging Department of PSU Library • Over 1 .6 million hits per year • Numerous participating groups, such as > PA Topographic and Geologic Survey • Over 1 terabyte of data served > County governments > Non-governmental organizations 19 1999 Federal Depository Library Conference - Proceedings • Close working relationships with Federal, state, and local gov't agencies and public, private, nonprofit groups • High use and satisfaction from CIS professionals Data Documentation • Metadata is the often unappreciated crucial element • Cataloging Department of PSU Library is a key partner 20 J 999 Federal Depository Library Conference - Proceedings Partners Providing Public Access The Library's Role in tlie PASDA Partnersliip Chris Pfeiffer Pennsylvania State University Libraries University Parl<, PA Why Metadata? Process • Standardized metadata is the backbone of • Metadata creation the Spatial Data Library > Makes possible a catalog of available • Review with data provider data > Describes content and relevance of • Changes and additions data > Allows integration into larger scale • Validation and XML mark-up services > Documents authenticity and reliability • Incorporate into Web site and index > Provides necessary usability information Follow-up > Identifies distribution mechanisms • Continue relationships Participation Barriers • Tools for update • No sense of need • Validation of updates • Resistance to data sharing • Pursue additional sources • Lack of cataloging skills Results • Quantity of undocumented data • Doesn't reinvent the wheel Making Contact • Wide variety of participants • Create relationships with data producers • Direct input of professional users • Overall benefits of participation • Increased value on data documentation • Organizational benefits of metadata • Support from broad governmental base • Provide basic guidance about metadata • Gather information about data 21 1999 Federal Depository Library Conference - Proceedings Partners Providing Public Access Focusing the Library^s Contribution Todd Bacastow Pennsylvania State University University Park, PA What Has Been Successful? • Non-expert data viewing through a Web browser • Data library service ,„,,,. > „ > identification PASDA is not > storage ;? , /; > documentation • a store of day-to-day operational data • a one-stop CIS shop • Service to G IS professionals > search and retrieval of spatial metadata Focusing the Library's Contribution > storage and distribution in "native" Possible Roles format data • Do CIS Lessons Learned > Provide data viewing capabilities > Provide desktop CIS capabilities • Technical assistance is key > Provide fully functional CIS capability • Data integration important • Metadata development • Update of data cannot be ad hoc • Spatial data management • 1 07o of the data is used 90% of the time • Do a little of all the above • Need to meet the needs of the non-expert • Do nothing user The Library's Challenge • Web-mapping becoming an essential component • Coping with the volume of digital spatial data . „. Future PASDA Enhancements • Few capabilities • Integration of tabular and spatial data • Limited resources • Agreements with data providers for update • Minimal expertise • Standardized "base" themes • Providing data access • Web-mapping application server 22 1999 Federal Depository Library Conference - Proceedings • Increasing patron's expectations More Reasons! What Does the Customer Need? • A basic purpose of a GIS is synthesizing data to create new information • Basic nourishment? or • Haute cuisine? • Librarians don't write papers for patrons - why should you write a "spatial Go for the BigMac! document?" • Get out of the paper map business o Others are staffed and equipped to provide GIS services • Build on the library's strengths (and I am not suggesting full CIS services) My Suggestion! • Exploit Web-based CIS technologies • Put your resources where you can maximize the impact Why? > Data acquisition > Cataloging (Metadata development) • "Desktop CIS" and a "Fully Functional GIS" > Customer service are essentially the same • Never-ending expense of GIS hardware and software • Current cost of skilled GIS people > B.S. - Over $40,000 > M.S. - Over $50,000 > Ph.D. -Over $100,000 23 1999 Federal Depository Library Conference - Proceedings National Geospatial Data Clearinghouse Archie Wamock U.S. Federal Geographic Data Committee Secretariat Reston, VA What is Clearinghouse? • Gateway receives and collates response as • Distributed service ta locate geospatial data list of "hits" based on their characteristics expressed in metadata • Client receives results summary as HTML by default • Clearinghouse allows one to pose a query of all or a portion of the community in a • Client can request a specific metadata single session record for viewing • Like a spatial AltaVista Metadata Solutions Components of Clearinghouse • Numerous software solutions available • There are three functional areas that • Commercial and free-ware interact to create the Clearinghouse: > Metadata preparation and indexing • Standalone, DB-linked, GIS-linked > Metadata service > User Access via Gateway forms • Permit collection and structuring of FGDC- compatible metadata Clearinghouse Design • Present metadata as HTML, XML, or text • The Clearinghouse in its distributed form includes a registry of servers, several Server Solutions WWW-to-Z39.50 gateways, and many Z39.50 servers • Z39.50 Protocol is used • A primary goal of Clearinghouse is the a "GEO" Geospatial Metadata Profile is ability to find spatial data throughout the published for Z39.50 implementors to entire community, not one site at a time understand FGDC metadata structures Clearinghouse Method • Supports search across numeric, text, date, and spatial extent and full-text • User downloads query form • Freeware and commercial solutions • User sends query to Web server • User Interfaces • Gateway passes query to clearinghouse servers 24 1999 Federal Depository Library Conference - Proceedings • HTML-based forms hosted at Gateways are • Florida the primary access method • Alabama • New Mexico • Java map-based interface from MEL allows • Arizona more sophisticated search • Georgia • Illinois • Inclusion of search capabilities in CIS • Minnesota client software is possible • Alaska • California Who's in Clearinghouse? • Delaware • Nebraska • 109 Nodes (servers) online as of 3/1/99 • New Jersey > 28 Federal, national scope > 35 State/University state-wide scope Regional/Local Participation > 28 International scope or location > 18 Local or Regional scope • McKinley Co, NM • City of Santa Fe, NM Federal Participation • North Texas GIS • Research Planning • NOAA(IO) • Sabine R Authority, TX • uses (6) • San Francisco Bay • FEMA (sampler) • S Florida Ecosystem • NRCS climate and soils • SW Natural Resources • CIESIN/EPA • Olympic Peninsula, WA • CIESIN/NASA • Greater Yellowstone • DOT NTAD • Helena NF • National Park Service • Ecological Reserves, KS • Army Corps of Engineers • MIT/Mass Boston DOQs • Tri-Services Center • Great Lakes EIS • National Wetlands Inventory • Eastern Sierra • Census (sampler) • Minerals Management Service International Participation State Participation • NOAA/Japan COIN • South Africa (2) • New York (2) • ESAAVHRR sampler • North Carolina • GELOS, Italy • Oklahoma • PAIGH, Mexico • Kansas • S57 Hydrography, Canada • Texas • NRLMEL • Montana (3) • Africa DDS • Vermont • Inter-American Geospatial Data Network • Pennsylvania • Hong Kong • West Virginia • CIESIN/USDA Global Environmental • Washington Change • Wisconsin • Australia (10 + ) • Wyoming (2) • Costa Rica 25 1999 Federal Depository Library Conference - Proceedings • Caribbean CEPNET, Jamaica Planned or Funded Nodes • Mt. Desert Island, ME • SWWashington COG • NASA GCMD • CODEPLAN, Brazil • Iowa • Missouri • Kentucky • South Dakota • Oregon • Louisiana • Ohio • Connecticut MAGIC • Colorado • NW Ecosystems For more information: Visit the FGDC Web site: http://www.fgdc.gov Contact the Clearinghouse Coordinator, Doug Nebert [email protected] 26 1999 Federal Depository Library Conference - Proceedings NTIS-GPO Depository Library Imaging Pilot Project Walter L. Finch National Technical information Service Springfield, VA NTIS Mission NTIS Web Site To collect and disseminate technical • www.ntis.gov information produced by U.S. Government and • 500,000 records-Titles only foreign sources in order to support the nation's • 1990 -Present economic growth and job creation. • Several special collections • Online ordering NTIS Statutory Funding NTIS Bibliograpliic Database Coverage Title 1 5, U.S. Code 1 1 51-7 - Directs NTIS to recover its costs from the sale of its products • Physics 1 1 7o and services • Environment 10% • Nuclear Science 107o NTIS Receives Approximately 100,000 • Medicine and Biology 9% Products Annually • Energy 8% • Chemistry 7% • U. S. Government and foreign technical • Material Science reports • Natural Resources 5% • Computers and Information Theory 4% • Conference proceedings and journal • Social Science 4% articles Objective of Imaging Pilot Project • Non-Print/Multimedia products Determine the feasibility of online • Standards and military specs dissemination of Full-Text Scientific Technical and Engineering Information (STEI) in image • Private sector publications format to selected depository libraries. NTIS Bibliographic Database Proof of Concept Pre-Pilot, Fall 1997 • 1 964 - Present • Linda Kennedy, Head, Federal Depository • 2 million + records Library, UC-Davis • Available through several online/CD-ROM • Search OrderNow database services • Online ordering of documents 27 1999 Federal Depository Library Conference - Proceedings • Electronic image delivery via FTP • U. S. Government reports: non copyright, not color dependent or with foldouts, fewer NTIS/GPO Interagency Agreement December than 300 pages 1997 How the Pilot Works • Laid groundwork for conducting pilot project with 22 depository libraries • Authorized users at participating libraries access NTIS Deplib Web site • NTIS to provide a fully automated (deplib.ntis.gov) document search, order and image delivery system at no charge • Access to fully searchable bibliographic database within library • Pilot started January 1 999 for one year • Document request and order transmittal to Selection of Project Participants NTIS • Volunteers chosen by GPO (FDLP) • NTIS retrieves document image, converts from TIFF to PDF if necessary • Selection reflects diverse clientele and services • PDF image transmitted for download to selected location • Tests functionality in a multitude of settings Project Evaluation-3 Months Documents Available in Pilot Project • 121 documents ordered • Must be stored in image format • 82 average number of pages • October 1997- Present • TAT for conversion greatly reduced • Approximately 44,000 titles • Need for IP recognition • Further evaluation needed 28 1999 Federal Depository Library Conference - Proceedings Assessment of Electronic Government Information Products: Final Report Forest Woody Horton NCLIS Washington, DC Background 5. Exemplifying Cost-Effective Alternative Formats or Mediums 1 996 GPO/FDLP Electronic Transition Report Recommendations 6. Exemplifying Improved Permanent Public Access, Authentication and/or Security 1997 Phase I: NAS/CSTB Review Encryption Protection 1 998 Phase II: Data Collection & Analysis Agency Participation 1999 Phase III: Long Term Evaluation • Twenty-Four Different Federal Entities Including Supreme Court, Several Survey Objectives: Pliase II Committees of Congress, One Regulatory Commission and Nineteen Executive • Identify Medium & Format Standards Most Branch Agencies Appropriate for Permanent Public Access • Seventy-Four Percent of Survey Forms (242 • Assess Cost-Effectiveness of Alternative out of 328) Returned Completed Mediums and Formats No Surprises or Magic Bullets • Identify Public & Private Standards for Use Throughout Information Life Cycle • Findings Will Not Surprise People Aware of Long-Standing Problems of Coping With: Product Seiection Guidelines 1 . Multiple Mediums and Product Formats Agencies Were Asked to Select Products that 2. Rapidly Changing Technologies Meet One or More of the Following Criteria: 3. Absence of Widely Agreed-On Standards 4. Very Few Cost Effective Alternatives 1 . Increasing Emphasis on Electronic Dissemination • No Magic Bullets to Make Problems Go 2. Replacing Older Technologies with Newer Away Overnight Ones KEY FINDINGS 3. Adopting Standard Formats or Mediums Policy and Planning Issues 4. Making Plans to Adopt Preferred Formats or Mediums 1 . Serious Weaknesses in both Government- wide and Individual Agency Electronic 29 1999 Federal Depository Library Conference - Proceedings Publishing, Dissemination, Permanent Systems; Most Prevalent Types of Formats Public Access and Information Life Cycle are HTML, PDF, GIF, JPEG, TIFF and ASCII Management Policies And Planning 12. Most Prevalent Types of Data in Surveyed 2. Responsibility for Agency Electronic Products are Textual, Numerical, and Publishing Decentralized, Diffuse and Bibliographic And Graphical Unclear. Agencies Cannot Always Easily Identify Product Managers. Standards 3. Some Agencies Monitoring Information 13. Lack of Standardization for Using CD-ROM Needs of Users to Enhance Current Access to Produce Products (e.g. Installation to Electronic Products Instructions) 4. Lack of Specific Planning for Future 14. Most Prevalent Medium and Format Product Development and Technological Standards are Common Agency Practice, Migration Not Agency-Mandated 5. Lack of Planning for Web Design 1 5. Some Agencies have Guidelines or Best Approaches that Comply With Americans Practices for Presenting/Organizing with Disabilities Act Products on Web, But Full Compliance not yet Achieved Permanent Public Access 16. Some Agencies Exploring Range of 6. Permanent Public Access Concept Not Innovative Formats and Web Design Well Understood. Confusion between that Approaches Concept and NARA's Permanent Records Retention Concept Next Steps 7. Metadata and Role of GILS Not Well 1. WESTAT, Inc. Delivered Final Report Understood. Only 27% Respondents March 30, 1999 Reported Metadata Records 2. NCLIS Published the Executive Summary 8. Host Disseminators like GPO Access are on its Web Site Assisting Agencies to Provide Permanent < www.nclis.gOv/news/news.html#gpo > Public Access 3. GPO Published the Complete Final Report Ensuring Authenticity on GPO Access 10. Most Surveyed Products in Public Domain 5. Agency Coordinator Meeting scheduled for 9-1 2 noon. May 1 1 , 1 999 at Benton 1 1 . Most Prevalent Types of Mediums are the Foundation Web, Paper, CD-ROM, and Bulletin Board 30 1999 Federal Depository Library Conference - Proceedings 6. Advisory Committee Meeting scheduled for 9-12 noon, May 20, 1999 at Benton Costs of Electronic Information Products Foundation Question #43: What are the elements and 7. NCLIS Begins Phase III Follow-on Activity costs associated with user access to to Formulate Recommendations for electronic Government information? Congress and President (Summer 1999) The Larger Policy Context Selected Questions Question #46: Which agency(ies) should have The Optimal Media Mix for Government the responsibility to ensure that Information Products Government electronic information is reasonably locatable across agencies? What Question #11: How do individuals and alternatives are there to achieve this organizations gain access to Government outcome? information? Question #47: Which agency(ies) should have Question #12: What are the factors that affect the responsibility to ensure that the an individual's or organization's easy appropriate set of information is maintained access to Government information? for permanent accessibility? What are the roles of agencies that produce information Question #13: How does the transition to as compared to Government information primarily electronic dissemination affect intermediaries? access to Government information? Question #48: How does the role of the Information Formats and Standards Federal depository library change in the electronic environment? Question #17: What are the issues in ensuring the authenticity and integrity of Question #49: Based on the findings in this Government electronic information? study, what are the potential changes in the role of private sector publishers in the Technological Aspects of Permanent electronic environment? Accessibility It Would Be Helpful If: Question #31: How are agency WWW pages and other on-line information managed to 1 . You Prioritize Your Recommendations ensure permanent accessibility? What are agency plans? 2. You Segment Implementation Recommendations into Three Timeframes: Managing Access to Electronic Government Short (1999), Medium (2000-2001), and Information Long (After 2001) (action begins and ideally is completed) Question #36: Besides the development of format standards for information producers 3. You Identify Key Decision/Action Agents and the format conversion alternative, what (e.g. Congress, OMB) are other ideas (with respect to formats) to simplify access to electronic Government information? 31 1999 Federal Depository Library Conference - Proceedings Contractor Contact NCLIS Contact Westat, Inc. A Rockville, MD, firm Contact Forest Woody Norton specializing in survey research is doing the Phone: (202) 606-9200 data collection & analysis Fax: (202) 606-9203 Contact Denise Glover E-mail: [email protected] Phone: (301) 251-2269 WebSite www.nclis.gov Fax: (301)517-4134 E-mail: [email protected] 32 1999 Federal Depository Library Conference - Proceedings DOE Virtual Library of Energy Science and Technology Dr. Walter L. Warnick U.S. Department of Energy Germantown, MD All of us in the information business are living Expanding the Energy Science Universe through a revolution - the digital revolution. Using Technology to Support the Science If we were to resist and make peaceful Mission revolution impossible, we would make violent revolution inevitable. Information Age technology is revolutionizing the way OSTI supports the science mission by Supporting the Science Mission bringing science information to the desktop. OSTI: • Department of Energy operates a system of National Labs which do basic and applied • Leads scientific and technical information R&D. program, policies, and business practices costing $200 million at multiple sites • Principal deliverable from R&D is scientific and technical information. • Connects multiple sources of electronic information • OSTI collects, preserves, and disseminates the output of R&D. • Coordinates Departmental access to electronic science journals • Using Information Age technology, OSTI is reaching more people—at a lower cost per • Manages the world's most comprehensive person served. collection of classified and sensitive energy-related information Supporting the Science Mission • Gains access to over 80,000 foreign OSTI maintains the world's most research summaries per year comprehensive collection of energy-related scientific and technical information, including Result— Information delivered to the desktop, over . . . reaching thousands more people at a lower cost per person served • 1 .5 million reports Internet Access to OSTI Products • 5 million electronically accessible bibliographic references Includes access to EnergyFiles, DOE Information Bridge (both Web sites), DOE • World's largest historic collection of Reports Bibliographic Database, R&D Project information on nuclear energy Summaries, Energy Science and Technology 33 1999 Federal Depository Library Conference - Proceedings Software Center, OSTI Home Page, and • Power Transmission, Distribution and Open Net Plants • Renewable Energy How OSTI is Expanding in the Energy Science Universe EnergyFiles The Virtual Library of Energy Science and OSTI has developed and assembled a suite of Technology - Contains Several Desktop Internet resources. Resources • Collectively, we call these resources DOE Information Bridge EnergyFiles, The Virtual Library of Energy www.doe.gov/bridge Science and Technofogy < www.doe.gov/EnergyFi les > • Provides instant free access to over 32,000 DOE R&D full-text reports and • EnergyFiles is organized by subject area bibliographic records, providing over 2.5 and contains an alphabetized Resource million pages of searchable text. List. • Content has increased from 1 .3 million to • EnergyFiles contains over 400 energy- 2.5 million full-text pages in its first year of related collections and databases, operation and is projected to grow by electronic journals, preprints, conference another 1 million each year. information, related resources, and workspace tools. • Legacy files contributed by Fermi Lab and Los Alamos. • EnergyFiles will be searchable by April 1999. DOE R&D Project Summaries www.doe.gov/rnd/rdhome.html EnergyFiles The Virtual Library of Energy Science and • Internet Web site contains current Technology information on over 14,000 Department of Energy R&D projects currently ongoing Subject Areas: Topics and Disciplines of within the DOE from 1995 forward. Concern to DOE Open Net • Biology and Medicine www.doe.gov/opennet • Chemistry • Energy Storage, Conversion and Utilization • Contains recently declassified full-text • Engineering documents about early nuclear weapon • Environmental Sciences, Safety and Health testing, human radiation experiments, and • Fission and Nuclear Technologies health and environmental safety issues. • Fossil Fuels • Geosciences DOE R&D Accomplishments Database (Prototype) • Materials Science www.doe.gov/accomplishments • Mathematics, Computing and Information Science • Provides a central forum for information • Physics about the outcome of past DOE R&D that • Plasma Physics and Fusion has had significant economic impact. 34 1999 Federal Depository Library Conference - Proceedings improved people's lives, or been widely • Goal is to create an energy-related database recognized as a remarkable advance in comparable to PubMed to access literature science. citations with links to full-text journals at Web sites of participating publishers DOE Reports Bibliographic Database www.doe.gov/dra/dra.html • Use of collaborations and partnerships for obtaining the best price for multiple-site • Contains citations for DOE-sponsored access scientific and technical reports covering the period Jan. 1, 1994, to the present. New technology opens up the possibility that, Developed for the Depository Library together, we can conquer text. Program via an interagency agreement between GPO and DOE. But it is not enough for a thing to be possible for it to be achieved. Energy Science and Technology Software Center (ESTSC) The Future www.osti.gov/html/osti/estsc/estsc.html User Expectations: • Serves as a repository for and the source Whatever the survey question, the answers are: from which to purchase software funded by -full-text DOE. The center's inventory is contained - searchable in a searchable database to help locate - online software of interest. Designing the Future: Collaboration Current Awareness Electronic Publications www.doe.gov/html/osti/products/publics. • Interagency agreements between html GPO/DOE OSTI have provided free public access to DOE information for 20 years. • Provides electronic access to current energy-related, subject specific collections • GPO/OSTI brings solutions that incorporate of bibliographic citations with abstracts Information Age technology to provide compiled from a variety of available better access to DOE science. resources. Links to full text of > DOE Information Bridge public Web bibliographic records will soon be site through GPO access available via the DOE Information Bridge Web site. • DOE's expanding science universe includes new collaborative possibilities Under Development > Model of virtual reference service > Expansion of DOE's Legacy collection PubScience - Electronic Science Journals of DOE Information Bridge • Searchable bibliographic database of > PubScience - DOE's electronic journal journals that cover DOE R&D with Web site hyperlinks to full text Designing the Future: Mutual Interests/Goals • Provided on a prototype basis to DOE Headquarters on-line, potentially saving $8 • Guarantee of efficient, effective public million annually in duplicative paper access to Federal Government information subscriptions after full implementation 35 1999 Federal Depository Library Conference - Proceedings • Inform the public about the policies and > Those who want a self-sustaining programs of the Federal Government library want something that has never been and never will be. • Support of initiatives and programs that > Not even the most ardent enthusiast for increase availability, use and control of cutting government can cite an government documents exception. > Andrew Carnegie is famous for building • Provide access to a comprehensive buildings; he did not operate libraries. collection of current and retrospective Federal Government information How We Can Help Each Other • Assist in locating particular fields in • Build on mutual interest and goals government collections > support future collaborations > share ideas and provide user input and • Provide bibliographic/full-text access to needs Federal collections > spread the word that DOE works for America • Increase public awareness of the depository > actively support OSTI's role in making library program and the availability of DOE information publicly available government information • Use DOE electronic capabilities to help Making Our Case FDLP more effectively access and manage DOE information • Our costs are real and easily quantified. • We can conquer text • The benefits we produce are equally real but are not easily quantified. • The prospect of conquering text is animating and ought to excite the exertions > Cost benefit is tough to do. of all of us • There is no such thing as a self-sustaining library. 36 1999 Federal Depository Library Conference - Proceedings Building tlie FDLP Electronic Collection Laurie B. Hall ]udy Andrews U.S. Government Printing Office Wasliington, DC Good morning, I'm Laurie Hall. Today Judy 44, Chapter 19, and Chapter 41, the GPO Andrews and I are going to talk about LPS' Access Law. ongoing efforts to build the Federal Depository Library Program (FDLP) Electronic Collection. FDLP Electronic Collection This process began with the publication of The Plan divides the collection into four Managing the FDLP Electronic Collection: A categories: Policy and Planning Document (the Plan) in mid-October, 1998. In November, a group of 1) Core legislative and regulatory GPO LPS staff was tasked with investigating the Access products which will reside implications of building this collection within permanently on GPO servers the broader context of the goals and mission of the FDLP. 2) Other remotely accessible products managed by either GPO or by other Recognizing the important work that was being institutions with which GPO has carried out by the group, LPS management established formal agreements formed the Electronic Collection Team. The Team is a permanent working group and is 3) Remotely accessible electronic tasked with building the electronic collection Government information products that and recommending policies and developing GPO identifies, describes and links to procedures to make the collection a reality. but which remain under the control of the originating agencies The team's efforts are guided by three important goals: 4) Tangible electronic Government information products distributed to 1 ) The need to provide for permanent Federal depository libraries public access to Government information, The team's efforts are currently focused on category 2 and 3. Category 2 consists of the 2) The recognition of the reference needs remotely accessible products managed by of our user community either GPO or other institutions with which GPO has established formal agreements; and 3) The importance of providing quality category 3 includes the remotely accessible cataloging for Government information electronic Government information products resources. that GPO identifies, describes and links to but which remain under the control of the The goals identified follow the policies originating agencies. outlined in the plan and are reasonable extensions of the authority mandated in Title 37 1999 Federal Depository Library Conference - Proceedings Current Focus for the FDLP Electronic Outreach: Enlarging and Improving Collection Communications (Judy Andrews) • Outreach: Enlarging and Improving Enhancing communications is a priority. Our Communications outreach efforts are focused on the: • Processing: Developing Transition 1 ) FDLP depository community Procedures 2) Publishing agencies • Cataloging and PURLs: Evaluating Procedures 3) Peer institutions, such as the National Archives and Records Administration • Archive: Investigating Storage Options (NARA) and the National Libraries Partners The Team is moving beyond the analysis and 4) exploratory phase of building an electronic collection. We are beginning to focus on 5) Internal GPO offices developing new procedures and modifying existing processes to fully incorporate FDLP: Government electronic resources into the FDLP. Communicating with the FDLP depository library community about our plans for the An overview of our early investigations was electronic collection is the reason we're here presented before the GODORT Federal today. LPS and GPO actively solicit feedback Documents Task Force meeting at the through such channels as the Depository American Library Association Midwinter Library Council Committees, askLPS, and Conference in Philadelphia. Our presentation conferences. Your active participation in today will update you on our efforts to Browse Topics, partnership arrangements and accomplish these objectives and introduce other proposed electronic initiatives are always some new endeavors. appreciated. We welcome your suggestions and comments concerning our plans for the We will describe some of our outreach electronic collection as outlined here. activities, our current experiments with archiving and our proposed changes to Agencies: cataloging processes and procedures. Agencies are publishing Government information in electronic format at We are still in the early stages of this phase of an our task, so be patient as we work through this astounding rate, as you are well aware. By establishing contacts with the project. This collection is unique and some of agency the standard techniques we have employed in management personnel, we can explain the providing information to the depository importance of providing permanent public community in the past do not work as well as access to agency electronic resources and they should. We have to be inventive. And in make others aware of the FDLP. this dynamic environment it's difficult to agree on the best approaches to take. Recently, members of LPS staff gave presentations about the FDLP Electronic Collection and the efforts of the Electronic Collection Team to such diverse groups as: 38 1999 Federal Depository Library Conference - Proceedings Partners: 1) Health and Human Services (HHS) Internet Information Management The role of partnerships in providing ongoing Council Work Group access to Government information is evolving. Continued dialog with present and potential 2) Office of Chemical Environmental partners is a focus of our work in this area. Preparedness and Prevention of the Currently, we are drafting a new model Environmental Protection Agency agreement in which GPO plays a more active role in identifying, "acquiring," providing 3) The Institute of Federal Printing and access to information products, and facilitating Electronic Publishing permanent storage either here at GPO, or with an institutional partner such as a library or Both GPO and Federal publishing agencies university. Our initial model for partnerships share the common challenges of electronic was a three-way agreement between an distribution and permanent access. These agency, a cooperating institution, and GPO, presentations help to emphasize the similarities with GPO in the role of facilitator and safety in purpose and goals of Federal Web net. The new model will better position GPO publishers and the FDLP and allow for to offer a useful service to agency publishers exchanges of ideas and information. and to gain the benefits of permanent access for the FDLP and the public. Agencies are encouraged to notify GPO when new electronic products become available. Internal: One method developed is the 'Internet Information Product Notification Form." We Communication with other GPO offices is are Investigating other methods to simplify this essential in providing services and products process. that support the Electronic Collection. Team members are discussing challenges related to Peer Institutions: software for archiving, authentication and server platforms for storing electronic resources LPS staff continue to be involved with the work in the collection. Just recently, experimental of the National Agricultural Library (NAL) server space was designated to store test Digital Publications, Preservation Steering samples of archived resources. Committee. George Barnum coordinates the Subcommittee of User Services for this Selecting Material for the Electronic Committee. Recently, several members of the Collection Electronic Collection Team met with representatives from the National As our communications efforts continue, our Transportation Library to discuss their team is also refining the guidelines for electronic initiatives. Valuable information analyzing and selecting electronic resources. was exchanged and follow-up meetings are FDLP collection development is guided by the planned to discuss issues related to online mission and goals as outlined in Title 44, transportation resources and permanent access. Chapter 19, U.S. Code, Section 1902. "...Government publications... except those required for official use only or for strictly administrative or operational purposes... shall be made available... for public information." 39 1999 Federal Depository Library Conference - Proceedings Evaluation includes analyzing the resource to microfiche distribution to electronic access determine if it meets these basic tenets. Is it only. official, authentic Government information? Does it present a major activity of the agency, Migration to Electronic Only Distribution or is it the product of a major activity of the agency? These candidates for migration from microfiche distribution to electronic access only are Once the selection has been made, the team analyzed using the following criteria: examines the item's presentation and content. Oftentimes, we may e-mail the Webmaster or 1 ) Are there significant differences call the agency for additional information. We between the tangible and online try to determine how valuable and useful this product? product is to the FDLP community, and which current locator service would best provide the 2) How many libraries select this item bibliographic control for this resource. number? Non-selection: 4) How does the agency present this material online? Most collection plans allow for the non- selection of materials that do not meet the 5) Does the agency retain previous scope of the institution. In the case of the issues? For how long? FDLP, Title 44 provides guidance for allowing the exclusion of official use only or 6) Can LPS provide permanent back-up administrative material. The LPS team has issues for long term access? identified some items that we will not include in the FDLP Electronic Collection. These items Archiving are: events/announcements, biographies, job announcements, some news releases, Another processing issue is archiving. The organizational charts, sales/promotional Electronic Collection Team expects the literature, posters and items of low collection to be housed utilizing a combination informational content. We may expand this list of server space at GPO, at agency sites and at as we continue to review new online institutional partners. resources. Selected agency online resources that meet the Processing: Developing Procedures for the criteria for inclusion are now being stored in Transition test server space in what will become the FDLP/EC Archive. We are testing several All resources selected for the FDLP Electronic archive software products and exploring Collection require processing. Staff make additional archiving options. decisions such as item number assignment, classification, appropriate cataloging treatment, The initial organization of archived files will be PURL designation and/or locator service and in an agency-based directory structure. whether to archive selected resources on the Presently, we are considering having the PURL GPO Archive test site. The Team's efforts are direct users to the agency version until the focused on modifying existing processes and agency link is permanently broken and cannot developing new procedures. We are working be reestablished. Then users will be directed with Depository Administration Branch staff to to the archived version stored on GPO servers. identify candidates for migration from 40 1999 Federal Depository Library Conference - Proceedings You will know that you are using an archived the BET. One approach might be to create a version from the FDLP/EC when you receive a separate database of electronic resources. message or screen presentation, which However, maintaining a stand-alone database includes the date the resource was archived. is not an efficient use of resources. A This might be an answer to part of the consolidated database which integrates all of challenge of providing permanent public the FDLP information resources regardless of access. format is the ultimate goal. Cataloging & PURLs Browse Topics As LPS continues in our transition to a more We are also investigating additional ways to electronic depository, many of our current present Browse Topics. We are talking with policies and procedures that were established depository librarians who currently provide a for tangible products are being reexamined. topical approach to Government electronic Two proposals concerning Availability Records resources. Maintaining Topics is very labor and the Periodicals Supplement are being intensive for LPS staff. The Electronic presented this week before the Council Collection Team is reviewing the use of the Cataloging Committee. They discuss the need Subject Bibliography thesaurus and evaluating to eliminate unique local practices and options. We are open to developing a investigate alternative products that would partnership arrangement for Topics and better serve the depository community. welcome any suggestions from the community. We are formalizing our PURL policy and In Conclusion documenting practices. As many of you are aware, PURL and URL maintenance is a We continue to work on a broad spectrum of resource-intensive activity for the Team. issues related to building the FDLP Electronic Whether to utilize a PURL or URL in cataloging Collection. We still have a lot of work to do. or Pathway Locator services records still This is a very time consuming process. There generates a lot of discussion in LPS. The will be technological innovations and possibly, choice of PURL or URL may ultimately solve policy changes that cause us to alter our itself with technological advances, but we course. The team members should be continue to investigate alternatives. congratulated for all of their hard work. LPS does not do this job alone. The FDLP Locator Services Electronic Collection benefits the documents community and we appreciate your Our major goal is to provide the services that contributions. are easy to use, easy to manage and give the best possible access to the electronic resources We want to thank you for allowing us the in the collection. We are currently focusing on opportunity to speak with you this morning Browse Electronic Titles (BET) and Browse about our progress on building the electronic Topics. collection. Be sure to give us your input! BET To contact us: After hearing user input from various groups, • Laurie B. Hall we are working on some major improvements [email protected] to the BET. Users want the ability to browse, (202) 512-1801 ext. 31746 but also the ability to search all the entries on 41 1999 Federal Depository Library Conference - Proceedings • Judy Andrews [email protected] (202) 512-1801 ext. 32102 1999 Federal Depository Library Conference - Proceedings Federal Agency Update Session DOE Information Bridge: One Year Later Don Altom U.S. Department of Energy Washington, DC Background Recent Enhancements • GPO/DOE relationship to provide public • Customer driven access to DOE report literature - microfiche • Option to download full text in native formats • GPO/DOE Interagency Agreement in > PDF, Word, WordPerfect, SGML, December 1997 to provide Web access to HTML, XML, Postscript, TIFFG4 full text DOE report literature from January 1996 • Links to full text posted at remote sites > Leverage existing DOE system scattered throughout the DOE Complex > Access through GPO Access system > ASCII-based formats • Incorporated GPO requirements Future Directions > Eliminate passwords > Provide PDF full text for download to • Customer driven user desktop • Convert to Oracle/UNIX environment • "Roll out" in April 1 998 with Web access to 23,422 bibliographic and full text DOE • New functionality reports > Date range searching > Search downloaded PDF documents Growth/Utilization • Legacy data • Increased full text information collection by > Assessment pending; determine Interest 50%; 35,006 bibliographic and full text in Web access to full text prior to records available on 12 April 1999 January 1996 > Encourage participation • Utilization > Document downloads - performance Honors/Awards measure > 55,942 downloads through 10 April • DOE Information Management Quality 1 999 by all user communities: Award for Technical Excellence in depository libraries, US and October 1998 international publics, DOE, other government agencies, etc. 43 1999 Federal Depository Library Conference - Proceedings • Hammer Award presented by National Partnership for Reinventing Government in February 1999 GPO/DOE partnership continuing success story For more information: Kathy Chambers DOE Information Bridge Product Manager http://www.doe.gov/bridge 44 1999 Federal Depository Library Conference - Proceedings Digitizing Collections of Government Documents: Options, Processes, and Costs Cathy Nelson Hartman University of Nortli Texas Libraries Denton, TX Introduction via the Internet, so in the spring of 1 998, I wrote a grant proposal for a pilot project to Good afternoon. My name is Cathy Hartman, begin the digitization process. In May of 1998, and I am the electronic resources coordinator AMIGOS Bibliographic Council notified me for government information at the University of that they were funding the project and then the North Texas (UNT). My journey down the real work began. path to digitization began in 1 997 at the ALA Midwinter Meeting in Washington, DC. Today, I will be talking about questions you Duncan Aldrich, then working as an expert should ask yourself before beginning a consultant in GPO's electronic transition effort, digitization project. For each question, options mentioned in an update at GODORT's Federal will be discussed and our decisions and Documents Task Force meeting that GPO processes for the ACIR project will be needed depository library partners to assume presented. responsibility for providing access to electronic documents. Depository libraries have Question 1: Wliat Collection Will Be provided access to documents in tangible Digitized? media for more than a hundred years, so providing access to documents in electronic For most of you this question will not be media seemed to be just another method of difficult. Being from Texas, the comedian, Jeff fulfilling our responsibilities as a depository Foxworthy, of the "you might be a redneck IF" library. I volunteered to become a partner. jokes, is a personal favorite of mine. (Most Texans can connect to "redneck" jokes.) In October 1997, the University of North Texas Following his style and my experience with Libraries entered into an agreement with the documents librarians, I can confidently say, "If U.S. Government Printing Office to provide you find you have an uncontrollable urge to permanent public access to the electronic digitize everything in your collection and make records of the Advisory Commission on it all 'permanently publicly available,' you just Intergovernmental Relations (ACIR). As the might be a documents librarian." Your only site for access to the ACIR electronic problem will probably be focusing on only one records, we frequently received requests for collection as the most likely candidate for historical publications of the agency from digitization. Consider such issues as: researchers, government administrators, students, and others who found the UNT Uniqueness or rareness of the collection - Libraries' electronic collection by searching the few Federal documents in our collections Internet. We proposed to enhance the ACIR are unique, but some may be rare. electronic collection by making the most important serial titles published by the agency available as electronic documents accessible 45 1999 Federal Depository Library Conference - Proceedings Significance of the collection - many will may also ask penetrating questions such as, "If be an integral part of the history of our your plan to complete the project is not country. successful, what is your secondary plan to fulfill the requirements of the grant?" Also, the Benefits of electronic access to the record keeping must be carefully done so that information - even if it Is not unique or expenditures are clearly documented. rare, there may be real benefits for electronic access to a collection, including Question 3: Depending on the Level of searchability, Internet access, preservation, Funding Acquired, How Will We Balance etc. Level of Access to the Digitized Documents with Cost of Digitization? Items considered for digTtization should also be examined for copyright. This will not be an If you found major funding and costs are not an issue for most collections of government issue, you may want to provide the very best documents. However, if it is an issue, be access to thousands of pages of documents by certain that your copyright information is very scanning, OCR-ing, marking them up in HTML, current. There are constant changes in the and verifying every word of text for accuracy. copyright laws, especially with respect to We considered this option. However, the costs digitizing documents and making them stated in the project report of the AMIGOS available on the Internet. funded study at Oklahoma State University, A Digital Challenge: Bringing Kappler's Indian Question 2: How Will Funding Be Obtained Affairs: Laws and Treaties to the World Wide for the Project? Web\ clearly showed that we could not afford the expensive, time-intensive efforts required to This question is more difficult to answer than create HTML files from the scanned text, even the first. Digitizing any collection requires though we believed that with current personnel time (frequently the most expensive technology, HTML files would offer the best element), training, hardware, software, possibly Web access. funds for outsourcing parts or all of the project, and many various small expenses. Since I stated in my grant proposal that our funding was not available in my library for a digitization project would be accomplished by pilot project, I decided to request grant outsourcing high-speed, quantity scanning of funding. It seemed a reasonable thing to do at approximately 4,200 pages of text. Our goal the time. was to develop a process that balanced level of access with the cost of digitizing and making However, if you are writing your first grant the data available on the Internet. The proposal, here are a few tips that I learned the objectives included: hard way. First, be prepared for the significant effort involved in writing the grant proposal A. Providing researchers and the public and then later writing the grant report. Second, with electronic access to important be certain that you check with the grants office publications of the ACIR. on your campus or in the city government before sending out a grant proposal. This will B. Developing a cost-effective process for save you many problems over the life of the presenting, on the Internet, extensive project. They may add hidden budget costs for collections of PDF files produced from various items, such as benefits for project staff. large-quantity, high speed scanning of Such costs can affect the amount of money you documents. think you have to spend on the project. They 46 1999 Federal Depository Library Conference - Proceedings Selecting a Vendor fonts were. Since the PDF image-plus-text files would allow the additional access of Part of our strategy for controlling costs of searchable text, they deserved thorough scanning included hiring a vendor with the investigation. We viewed the test files, appropriate high-speed scanning equipment to searched them, copied and pasted from the scan the documents. Several vendors were text, and checked printability. The results contacted and asked to supply samples of their exceeded our expectations, so we decided that work. Two vendors agreed to do so and were the PDF image-plus-text files were our best shipped an issue of an ACIR periodical and a option. volume of Significant Features of Fiscal Federalism for the test. One vendor supplied When our experiments showed that the in- us with TIFF files and offered a very low price house personnel and computer time needed to of 22 cents per page for the black and white move TIFF files to PDF image-plus-text files scanning. It took several weeks to receive the was significant, the decision was made that the test scans and several more weeks to retrieve extra 4 cents per page charged by the vendor the loaned documents that they scanned. The to provide PDF image-plus-text files would be contact person lacked knowledge about the well worth the small extra cost. The PDF scanning process and could answer few of my image-plus-text files seemed to be our most questions about the files. cost-effective method of balancing issues of access and costs. The other vendor, the Electronic Resource Library Project Lab based at Amarillo College, Also important influences in our decision to go test scanned the documents and supplied us with the PDF image-plus-text files included: with TIFF files and with PDF image-plus-text files. The test files and our documents were • Security provided by PDF files. returned quickly. Their bid was 22 cents per page for TIFF files or 26 cents per page for PDF • Growth in the number of PDF documents image-plus-text files. Color scans were offered offered by Congress and the executive for document cover pages for an additional 4 agencies of the Government. cents per page. The director of the lab, Dr. Karen Ruddy, was knowledgeable and prompt • Health of the Adobe company and the with answers to our questions about the files. expanding features of the free Acrobat Reader software. The PDF image-plus-text files provided both good quality image files that could be viewed The vendor selected was the Amarillo College in the free Acrobat Reader and searchable text Electronic Resource Library Lab. The Lab had files. The PDF files were created using the previously received grants from the Federal Adobe Capture software, which added the Government to purchase high-speed scanning additional benefit of Optical Character equipment to digitize documents related to Recognition (OCR) to create searchable text. plutonium research. The Lab had also worked The image file was displayed, but the text file with the Department of Energy's "Energy existed and could be searched or copied and InfoBridge" project, scanning many thousands pasted. Much of the scanned text was readable of pages. Dr. Walter Warnick, director of the by the OCR software. Energy Resource Library, highly recommended the Lab. Dr. Ruddy, the Lab director, was Pages containing simple text with plain fonts interested in outside contracts to keep the Lab were translated more successfully by the OCR personnel and equipment busy. The ACIR software than non-text material or unusual scanning project would serve as a pilot project 47 1999 Federal Depository Library Conference - Proceedings for the Lab to determine if bringing in outside Even though fiche scanners exist, the quality of work would be economically feasible. the fiche copy must be high for the scanned file to be acceptable. Question 4: Are All Documents Needed for Digitizing Part of Our Collection, and If Not, When an inquiry sent to the Texas Library How Will They Be Obtained? Association Government Documents Round Table listserv showed that all depository This question is particularly relevant if the libraries had received the 1993 volumes in items are out of print or will be damaged in the microfiche, other groups were contacted. The scanning process. issues were eventually located in the collection of a professor of public administration on the My grant proposal stated that approximately UNT campus. Only a few issues of the 4,200 pages of the most important serial periodical. Intergovernmental Perspective, publications of the Advisory Commission on volumes 10-12, were missing and were Intergovernmental Relations would be happily supplied by depository librarians at digitized. The ACIR collection at the Texas Christian University and the Texas State University of North Texas Libraries was Library and Archives Commission. As we assessed to determine if all issues of our expanded our scanning back to volume one, selected serial titles were available in the other issues were supplied by depository collection. We estimated that the 1 990 - 1 995 libraries across the country when a request was volumes of Significant Features of Fiscal posted to GOVDOC-L. Federalism, and volume 10 - volume 20 of Intergovernmental Perspective would Issues or volumes of the titles that were approximate the 4,200 pages. borrowed from individuals or other libraries could not be sent to the Lab to have bindings Since high-speed quantity scanning makes use shaved, so it was determined that these of an automatic paper feeder, any item sent to publications would be scanned on an available the Lab would have its binding shaved. The flat-bed scanner in the UNT Libraries. In July decision was made that retaining a paper copy 1998, the first 2,164 pages were shipped to the of each item scanned would be important, so Lab. An additional 1,436 pages were shipped Offers Lists published by the Federal in August for a total of 3,600 pages. In Depository Library Program were monitored October, when the UNT Libraries offered frequently to attempt to collect duplicate additional funding for the project, we shipped copies of as many of the publications as an additional 1 ,872 pages to the Lab. possible. When a duplicate could not be TEXPRESS, the courier system connecting many located, the publication would be re-bound colleges and universities in Texas, allowed us after scanning. Duplicates of many of the items to ship all documents at no charge to the were collected when one depository library project. gave up its depository status and offered all of its collection to other depositories. A few other Question 5: How Will Skilled Personnel Be items were collected at random. Found and Training Provided for All Project Participants? One copy of all volumes of the Significant Features of Fiscal Federalism, except for the For those of us in academic libraries, students 1993 volumes, was in the UNT collection in provide a wonderful resource for project paper format. The 1993 volumes were in personnel. For institutions with library and microfiche with the microfiche obviously information science programs, especially created from a copy of the original publication. skilled graduate students may be found. Our 48 1999 Federal Depository Library Conference - Proceedings grant proposal included funding to hire a knowledgeable staff are available for project assistant, so faculty and students who consultation. had expressed an interest in the project were notified that we were accepting applications. As we prepared volumes for loading to the We were interested in hiring a student who Web server, several technical issues required could begin work on the first of August and solutions. continue into the fall semester. Interviews were conducted and an extremely well • Large file sizes created issues for qualified graduate student from the School of downloading time. Library and Information Sciences was hired. • Searchable files required a search engine Training for you as the project manager and for that would index and search PDF files. other personnel can be an expensive part of the project. I enrolled in an intensive, three-day • Meta tags had to be defined and entered. class to learn to use the Adobe Acrobat software required to alter and enhance the PDF • An overall assessment of the ACIR site was files. The $450 cost for the class is not an required to integrate the new files unusual fee and is another cost to include in effectively. your grant request. I then instructed the project assistant in the basics of using the • Americans with Disabilities Act (ADA) software. issues were investigated. The project assistant and I developed a process File Size to create links within the documents, bookmarks, and other enhancements. Since The scanned documents ranged in pagination borrowed items would be scanned on-site, a from approximately 30 pages to over 300 process for scanning was also created, and the pages. File sizes ranged from 1 .8 mega bytes project assistant wrote a procedures manual (Mb) to 20 Mb. Downloading such large files outlining the process for others to use. As the over the Web can take considerable time, scanned files were completed by the Lab and especially if access is via a modem. When sent to us, we enhanced the files by adding saving the enhanced files, we were careful to bookmarks for the contents of each title, links use the Acrobat Exchange software's from the contents pages, and links from "optimize" function, which helped reduce the indexes when an index was included in the size of the files. This, however, did not make volume. Every page was also checked for the files small enough to have an acceptable readability and printing quality. The download time. procedures manual was edited as needed throughout this process. We examined the option of making each page or a few pages into separate files, then creating Question 6: Do We Have the Technical Skills, some type of navigation system to allow the Or Access to Qualified Staff, To Solve the user to move on to the next file (next page of Technical Issues of a Digitization Project? the document). We visited two sites that use this method. Even though it did reduce In digitization project, technical decisions any download time, we felt it was cumbersome for must If are not fluent in the be made. you the user, and it would increase our costs language of servers, file types, and technical significantly by requiring additional time to problem solving, be certain that prepare our files for the Web. 49 1999 Federal Depository Library Conference - Proceedings Searching for other options, we discovered in a not rank search results or detect duplication, mailing list archive called the "PDF Archive," a and it often included HTML characters when possible solution called "byteserving."^ It creating summaries. The Microsoft Index involved setting up the files correctly and Server did offer a PDF filter that could be having Web server software that supports the installed so that PDF files would be indexed. "Byte Range Retrieval Extension to HTTP" The Verity search engine provided a special protocol. This server software has the filter to search over 200 file formats and used capability to "serve" to the user only one page Meta tags to control summaries, so responses at a time of a PDF file. This method requires to a query were controlled by the metadata the user to change only one setting in the entered for each PDF file. Our investigation Acrobat Reader Preferences to disallow also revealed that the Netscape Compass "background downloading." Server used the Verity search engine software. The user can then move through the document Since the University used the Netscape using the Acrobat Reader's functions or the Compass Server without cost, it was our best links and bookmarks we created. Since the option. It required the addition of a PDF filter UNT Libraries' Web server already had one of for indexing PDF documents. However, the software packages that supports Netscape recently made the announcement byteserving, we tested this option and decided that educational institutions would no longer it would be the best option for us. On our have free access to their Netscape Compass Web interface page, we asked the user to link Server software. It is unclear at this time how to another page to find out about "Faster this will affect installation of the software. Downloads."^ There we explained byteserving There will undoubtedly be problems to solve and how "preferences" in the Acrobat Reader as we activate it or our second choice, the could be easily altered for faster downloading Microsoft Index Server, and create the of the files. appropriate CGI scripts. Searching PDF Files Search engines examined but rejected for various reasons included: From the beginning of the project, our goal to make the ACIR Web site searchable was an • SWISH-E, because it runs on a Unix important part of maximizing access to the platform and we run Windows NT. digitized collection. We quickly learned that many of the well-known search engines would • Excite for Web Servers, because it does not not index and search PDF files. We spent a search PDF files. considerable amount of time viewing and reading about our options. The project • Harvest, because it also runs on a Unix assistant created a table outlining our most platform and the project appeared to be promising options. Infoseek's Ultraseek Server, bankrupt. Microsoft Index Server, and Verity Search were our best options. • Sage (NUD*IST 4), because it is a project- based search for personal computers. Infoseek was reasonably priced, had automatic re-indexing, supported sophisticated search • Excalibur RetrievalWare, although it has queries and responses, and was Y2K many wonderful features, because it is very compliant. Microsoft Index Server was free expensive and really more than we needed. with our Windows NT 4.0 server software and had automatic re-indexing. However, it did 50 1999 Federal Depository Library Conference - Proceedings Metadata organized and varied manner. As librarians, our skills as organizers of information certainly Metadata are used to describe an information assist with this part of the project. Support resource. Whatever the file type used in a pages that may be required include pages for digitization project, Meta tags are important for browsing by topic or by title, bibliographies, accurate retrieval of documents. The Acrobat help pages, or pages with historical or related Exchange software allows entry of four Meta information. Specialists or experts may be tags for each PDF file created. consulted for input for this part of the project. The Meta tags are very important because this Realizing that the hyperlink properties of is the information used to build the index list HTML documents could assist us with offering when searching PDF files. Without Meta tags, multiple access points to the full-text PDF files, the index list often contains the URL as the title we examined the overall design of the ACIR of the document and the first few words of Web site. Already contained on the site were readable text in the document as the the electronic files of the ACIR as they description. Such a list may not be an accurate appeared when the ACIR closed in 1996, and description of the document, and if the OCR the UNT Libraries agreed to provide permanent software was unable to read the first few public access to the files. This part of the Web words, the information may even be site could not be altered from the way the files unreadable. For this reason, the decision was appeared when the agency closed. made to include metadata for every PDF document. To enhance the original files, we added a brief history of the ACIR and a bibliography of the Much of the data entry for the Meta tags is publications of the ACIR. Relevant dates and awaiting the activation of the search engine. citations for laws that created or affected the Until we see how the selected search engine ACIR were collected for the history of the builds the indexes and displays the index lists, agency, and the bibliography of ACIR we cannot know what information to enter on publications was compiled and added. each line of the Meta tags. Additional Web pages created to provide All accompanying HTML pages were created access to the PDF documents and to provide with title, keyword, and description Meta tags. technical information about the site included: Our search of the literature found articles outlining research that showed HTML • A "Browse Titles" page to allow access documents with title, keyword, and description to the PDF documents from an Meta tags were ranked higher on index lists alphabetical listing of titles built by some Web search engines. Also, most < http://www.library.unt.edu/gpo/acir/ Web search engines use the title and browsetitles.html > description Meta tags to build the index list. When the Meta tags are not present, the title • A page to explain byteserving and to displayed is often either the URL of the page or describe the simple steps to allow for "No Title," and the first few words of the faster downloads of the files document become the description.'' 51 1999 Federal Depository Library Conference - Proceedings In addition to offering a searchable site as downloading from the Adobe site. However, discussed above, we decided to make the when we tried to download and install it, a bibliography an important additional access number of problems arose. We discovered point to the full-text documents. To improve that the program was designed to run in access, the organization of the bibliography Windows 3.1 and had not been updated since needed to follow the way researchers and 1996. There were some conflicts with running experts in the field of intergovernmental it in Windows 95. relations search for information. The project assistant examined a bibliography published by Even though the problems were not the ACIR in the periodical. Intergovernmental insurmountable, a user would have to be Perspective,^ and then made suggestions for the technologically skilled to install and operate reorganization of our Bibliography of the the program effectively. Adobe offered for sale Publications of the ACIR page. for about $100 another software package called Genus HTML. It is compatible with Intergovernmental relations expert and Windows 95, Windows NT, and Macintosh Assistant Professor of Public Administration at operating systems and translates PDF files to the University of North Texas, Dr. Michael HTML. Like the Acrobat Access software. McGuire, reviewed the suggestions for Genus HTML works best with PDF files reorganizing the bibliography. Working with containing simple text.^ his comments we created a final plan for the reorganization. Each title in the bibliography When the free Acrobat Access software was will link to the full-text document as it is added tested, the PDF image-plus-text files on our site to the site and to the corresponding MARC were readable by the visually impaired text record in the UNT Libraries' online catalog to readers, but only the text that could be provide additional metadata about each title. captured by the OCR software was available to In time MARC records in the Libraries' catalog the user. This meant that words not read by will link to the electronic full-text document. the software in the OCR process were not readable by the text reader programs. To fix ADA Concerns this problem, every word of the text would require verification and correction by a person, Access to the PDF files for persons with which would require many hours of work at impared vision was a concern that required high costs. The purpose of this project was to considerable research. The project assistant develop a method of digitizing a collection that discovered that the text readers commonly would balance access and costs. At this point, used by persons with visual impairments we have not discovered a solution for this would not read PDF files. He also discovered problem. that Adobe offered a free program that would translate PDF files into HTML files which text As you can see from these examples, it is readers can translate. imperative that project staff possess excellent technical skills. T.V. Raman, a senior computer scientist at Adobe Systems, created the program, called Question 7: Can a Digitization Project Be Acrobat Access.^ Mr. Raman is blind and Accomplished at a Reasonable, Predictable created the program for his own use. The Cost? computer program works best on documents composed of simple text, since graphics and Hoping to answer this question, we kept other visually rich features do not translate statistical data about each step in the process well. The free software was available for during the first four months of the project. 52 1999 Federal Depository Library Conference - Proceedings Times were logged for downloading the files Features of Fiscal Federalism, creation of links from the Lab's server and for each step in the from the index. (See Figure 7) For a graphical enhancement of the files. Later, as we scanned display of the data, see Figures 3, 4, and 8. in-house several issues of the periodical title, times were noted for both the scanning and the As the in-house work progressed on the files, OCR process. we noticed a significant increase in the speed of completion of each title. The project The first 3,600 pages scanned by the vendor assistant became very proficient with the cost $938.44. This included 3,539 black and Acrobat Exchange software. The first two white scans and 61 color scans. Nine volumes volumes of Significant Features of Fiscal of Significant Features of Fiscal Federalism Federalism required an average of about 240 accounted )or 2,164 pages, with thirty-seven minutes each to complete compared with issues of the periodical, Intergovernmental about 125 minutes each to complete the last Perspectives, accounting for the remaining two volumes, even though the files sizes were 1,436 pages. (See Figure 1 and Figure 2) similar. (Figure 9) Later in the project, the Enhancements for each volume/issue included speed of completion became static, with each creation of bookmarks, creation of links from periodical issue requiring about 28 minutes. the "contents" pages, and, for Significant The average time and costs per page were: No. of Pages Scanned In-house Time Per Page Scanning Cost Total Cost Per Page Per Page 1 ,432 pages of Inter- .74 minutes per page @ $10 .26 per page .38 per page governmental Perspective per hour = .12 per page scanned by vendor 356 pages of Inter-governmental 3.23 minutes per page @ $10 N/A .54 per page Perspective scanned in-house per hour = .54 per page 2,188 pages of SFFF scanned .85 minutes per page @ $10 .26 per page .40 per page by vendor per hour = .14 per page Average minutes per page 1.61 minutes per page Average cost .44 per page per page The data for in-house time spent with 1 . Experience of the person scanning Significant Features of Fiscal Federalism files documents. (SFFF) indicates that the average cost per page would be lower if the first two documents were 2. Speed of the scanner. excluded. As proficiency of the project assistant with the software increased, the 3. Speed of the computer and available amount of time required to complete a memory in the computer. document decreased considerably. This is clearly illustrated by Fig. 9. After completion 4. Speed of moving the data over the of the SFFF files, the periodical files were network. enhanced with little variation in time per page. (Figures 5 and 6) Figure 6 also illustrates the 5. Condition of the document to be widely varying time required for in-house scanned. scanning of Intergovernmental Perspective. This time variation can be credited to several With training and with the purchase of suitable factors including: hardware, most of the factors can be overcome. However, the condition of the document 53 1999 Federal Depository Library Conference - Proceedings cannot be predicted. Some documents have of a UNT librarian's activities, this project was detailed graphs; others have color print on a included as part of the workload. differently colored background. Some have very small font size; others may have According to the project report from the unreadable text. The condition of the AMIGOS funded study, A Digital Challenge: document brings unpredictability for scanning Bringing Kappler's Indian Affairs: Laws and times. Treaties to the World Wide Web,^ pages of text were scanned, then the text was verified and The 1 5-cents-per-page difference in the in- marked up in HTML requiring an average of 66 house scanning cost and the out-sourced cost is minutes per page of staff time plus an average significant only when a large project is of 32.5 minutes per page of student assistant undertaken. For a 1 00,000-page project, time. Comparison with our average total of outsourcing would result in a significant 1 .61 minutes per page makes it clear that the savings of $1 5,000. Also, when outsourcing use of vendor scanning and PDF image-plus- the scanning, the vendor would deal with the text files can significantly reduce the cost of problems encountered with the condition of digitizing a collection while still providing each document. However, for small projects, good access. Of course, creation of PDF in-house scanning is a reasonable alternative. image-plus-text files by high-speed vendor scanning is a production digitization method As the project manager, my hours are difficult that is not appropriate for all types of to calculate because much of the management documents, but when appropriate, the cost of the project was integrated with the other savings are notable. tasks common to our academic librarian's day. I supervised the project assistant, facilitated the Current Status of the ACIR Project workflow, and coordinated with the Libraries' LAN/PC Management department. Additional Now available on the Web site are more than hours were spent with problem solving and 7,000 pages of ACIR documents. Excluding attempting to "see the big picture," e.g., the initial training, our average cost per page determining how all the pieces would fit was 44 cents. In the short term, we continue to together to create the Web site. Since projects add individual ACIR documents as requests for that increase knowledge and growth as a specific titles are received. Currently available professional are considered an important part are: Intergovernmental Perspectives 1975 Vol. 1 Issue 1 1976 Vol. 2 Issue 1 Issue 2 Issue 3 Issue 4 1977 Vol. 3 Issue 1 Issue 2 Issue 3 Issue 4 1978 Vol. 4 Issue 1 Issue 2 Issue 3 Issue 4 1979 Vol. 5 Issue 1 Issue 2 Issue 3 Issue 4 1980 Vol. 6 Issue 1 Issue 2 Issue 3 Issue 4 1981 Vol. 7 Issue 1 Issue 2 Issue 3 Issue 4 1982 Vol. 8 Issue 1 Issue 2 Issue 3 Issue 4 (Included with Vol 1983 Vol. 9 Issue 1 Issue 2 Issue 3 Issue 4 1984 Vol. 10 Issue 1 Issue 2 Issue 3 Issue 4 1985 Vol. 11 Issue 1 Issue 2-3 Issue 4 1986 Vol. 12 Issue 1 & 2 Issue 3 1987 Vol. 13 Issue 1 Issue 2 Issue 3 & 4 54 1999 Federal Depository Library Conference - Proceedings 1988: Vol. 14 Issue 1 Issue 2 Issue 3 Issue 4 1989: Vol. 15 Issue 1 Issue 2 Issue 3 Issue 4 (Includes bibliography of ACIR Publications- 1961-1989) 1 990: Vol. 1 D Issue 1 Issue 2 Issue 3 Issue 4 1991: Vol. 17 Issue 1 Issue 2 Issue 3 Issue 4 1992: Vol. 18 Issue 1 Issue 2 Issue 3 Issue 4 1993: Vol. 19 Issue 1 Issue 2 Issue 3 1994: Vol. 20 Issue 1 Issue 2 Issue 3 (Includes bibliography of ACIR Publication 1960- 1994) Significant Features of Fiscal Federalism the ACIR publications. We are communicating with other scholars and researchers in the field 1979- 1980 for advice and assistance and for the purpose of 1980- 1981 publicizing the collection. If funding becomes 1981 - 1982 available, approximately 60,000 additional 1982- 1983 pages will be digitized and made available to 1984 the public. 1985- 1986 1988 Vol. 1 1989 Vol. 1 Vol.2 Notes: 1990 Vol. 1 Vol. 2 1991 Vol. 1 Vol. 2 See the report at: < www. library. 1992 Vol. 1 Vol. 2 okstate.edu/kappler/intro.htm > 1993 Vol. 1 Vol.2 1994 Vol. 1 Vol.2 Read about "byteserving" at: 1995 Vol. 1 Vol. 2 < www.adobe.com/prodindex/acrobat/ byteserve.html > The expertise we gained during the project is 3. View the Technical Assistance page at: also being put to good use. Within the UNT and Technical Services, Vol. 42 (4), 1998, Using the results of this pilot project, UNT p. 258-271. Assistant Professor and specialist in intergovernmental relations. Dr. Michael 5. See the Bibliography at: < www. library. McGuire, and I are writing a grant proposal to unt.edu/gpo/acir/periodical/ipsfv20n4. obtain funding to complete the digitization of pdf> 55 1999 Federal Depository Library Conference - Proceedings 6. To read about the Acrobat Access software, goto: 7. To read about Adobe's Genus HTML software, goto: Outsourced Scanning of intergovernmental Perspectives Title Down- Bookmark Contents Cover Saving Total File Min/M Pages Min/Pg loading and Page Linked Touch- Size Setup Up (M) IPSFv10n184 17 6 3 2 2 30 3.52 8.52 40 0.75 IPSFv10n284 18 7 3 1 2 31 2.81 11.03 36 0.86 IPSFv10n384 16 8 5 1 2 32 2.76 11.59 32 1.00 IPSFv11n185 14 4 6 2 2 28 4.40 6.36 48 0.58 IPSFv11n2n385 19 5 5 1 2 32 3.03 10.56 24 1.33 IPSFv11n485 21 6 7 2 2 38 3.55 10.70 40 0.95 IPSFv14n188 8 3 2 X 2 15 2.70 5.56 28 0.54 IPSFv14n288 5 4 3 3 2 17 2.12 8.02 24 0.71 IPSFv14n388 7 5 3 2 2 19 2.35 8.09 28 0.68 IPSFv14n488 6 4 3 2 2 17 2.44 6.97 28 0.61 IPSFv15n189 8 3 2 3 2 18 3.48 5.17 40 0.45 IPSFv15n289 13 4 2 2 2 23 3.04 7.57 36 0.64 IPSFv15n3 10 4 2 2 2 20 3.64 5.49 40 0.50 IPSFv15n4 12 5 5 1 4 27 3.80 7.11 40 0.68 IPSFv16n1 10 6 5 X 2 23 3.28 7.01 40 0.58 IPSFv16n2 10 4 5 X 2 21 4.07 5.16 48 0.44 Ir or V 1 Ul lO 15 g Q X 2 29 3.87 7.49 32 0.91 1 r on V 1 vjl l*T 20 g X 2 35 3.36 10.42 40 0.88 1 n oi V 1 f 1 1 1 g 5 5 X 2 21 4.34 4.84 52 0.40 IPSFv17n2 6 8 7 X 2 23 3.18 7.23 40 0.58 IPSFv17n3 8 8 7 X 2 25 3.95 6.33 48 0.52 IPSFv17n4 20 8 6 2 2 38 4.98 7.63 60 0.63 IPSFv18n1 20 6 4 10 2 42 4.06 10.34 48 0.88 IPSFv18n2 20 6 4 2 2 34 3.40 10.00 40 0.85 IPSFv18n3 20 6 7 6 2 41 2.80 14.64 32 1.28 IPSFv18n4 22 4 3 8 2 39 2.86 13.64 36 1.08 IPSFv19n1 15 8 4 6 2 35 3.57 9.80 40 0.88 IPSFv19n2 12 8 6 8 2 36 3.70 9.73 44 0.82 IPSFv19n3 17 8 5 X 2 32 3.30 9.70 36 0.89 IPSFv20n1 18 4 2 1 2 27 4.38 6.16 48 0.56 IPSFv20n2 23 4 3 6 2 38 3.05 12.46 40 0.95 IPSFv20n3 21 2 2 3 2 30 3.14 9.55 44 0.68 IPSFv12n1n2 15 4 3 1 2 25 3.03 8.25 36 0.69 IPSFv12n3 12 4 2 2 2 22 2.82 7.80 32 0.69 lPSFv13n1 12 3 2 2 2 21 3.07 6.84 40 0.53 IPSFv13n2 14 4 3 4 2 27 6.19 4.36 32 0.84 IPSFv13n3n4 18 4 2 2 2 28 3.20 8.75 40 0.70 Total 530 196 150 21 76 1039 127.24 1432 AVG 14.32 5.30 4.05 2.35 2.05 28.08 3.44 8.40 38.70 0.74 Figure 1 56 1999 Federal Depository Library Conference - Proceedings In-House Scanning of Intergovernmental Perspectives Title Scanning OCR Bookmark Contents Cover Saving Total File Min/M Pages Min/Pg and Page Linked Touch Size Setup -Up (M) IDCCr\/-| nn/IR/l o 1 A 07 1R A OR 1 o 1 O £. 1 'f Q.U1 OZ IP«5P\/Qn1 •X o O 1 1 Q7 9Q irorvan i oo 95 45 g o o O 1 Oo 1 o.ZU 1 1 .y / HO IrOrVcJIi^OO 40 45 8 3 2 2 100 11 10 9 01 36 2 78 IPSFv9n383 25 25 8 2 1 2 63 6.63 9.50 32 1.97 IPSFv9n483 72 35 4 2 1 2 116 3.51 33.05 32 3.63 IPSFv8n182 55 62 4 2 1 2 126 4.64 27.16 44 2.86 IPSFv8n282 60 72 6 4 2 2 146 3.69 39.57 36 4.06 IPSFv8n382 72 86 4 3 1 2 168 3.01 55.81 32 5.25 IPSFv7n181 30 30 4 2 1 2 69 4.75 14.53 32 2.16 IPSFv7n281 40 50 4 3 4 3 64 3.24 19.75 32 2.00 Total 564 490 66 26 17 24 1147 58.78 356 Average 56.40 49.00 6.60 2.60 1.70 2.40 114.70 5.88 24.77 35.60 3.23 Figure 2 Time Allocation for Outsourced Scanning of Intergovernmental Perspectives Bookmark and Page Setup 20% Figure 3 Minutes Per Page Outsource Scanning vs. In-House Scanning / 0» c i a Outsource Scanning In-House Scanning Individual Issues of Intergovernmental Perspective Figure 4 57 1999 Federal Depository Library Conference - Proceedings Minutes Per Page Outsource Scanning vs. in-House Scanning -^Outsource Scanning In-House Scanning Individual Issues of Intereovernmental Perspective I Figure 5 Time Allocation for In-House Scanning of intergovernmental Perspectives Figure 6 Significant Features of Fiscal Federalism Time Allocation Statistics Title Down- Bookmarl< Contents Index Saving Total File Size Min/M Pages Min/Pg load and Page Linked Linked (M) Time Setup SFFF 1991 V. 1 15 90 45 135 5 290 10.04 28.88 188 1.54 SFFF 1990 V. 1 19 112 25 30 5 191 7.64 25.00 164 1.16 SFFF 1990 V.2 25 35 65 45 5 175 13.38 13.08 284 0.62 SFFF 1992 V. 1 14 100 30 45 5 194 9.46 20.51 196 0.99 SFFF 1992 V. 2 30 105 55 190 5 385 16.87 22.82 372 1.03 SFFF 1991 V. 2 23 120 30 115 5 293 16.25 18.03 344 0.85 SFFF 1994 V. 1 12 25 10 26 5 78 8.23 9.48 180 0.43 SFFF 1994 V.2 25 30 43 78 5 181 12.25 14.78 284 0.64 SFFF 1995 V. 1 16 20 8 19 5 68 8.03 8.47 176 0.39 Total 179 637 311 683 45 1855 102.15 2188 AVG 19.89 70.78 34.56 75.89 5.00 206.11 11.35 18.16 243.11 0.85 Figure 7 58 1999 Federal Depository Library Conference - Proceedings Time Allocation for Significant Features of Fiscal Federalism Setup 34% Figure 8 Figure 9 59 1999 Federal Depository Library Conference - Proceedings Advanced Search Techniques: Tracking Legislation through GPO Access' Congressional Databases Karie Lew U.S. Government Printing Office Wasliington, DC This demonstration showed participants how to CHAPTER 58-UNITED STATES SENTENCING track legislation through Congressional COMMISSION databases on GPO Access, highlighting the Sec. 994. Duties of the Commission connections among the Congressional Record, Congressional Bills, Public Laws, U.S. Code, Database Highlights: and History of Bills databases. This handout includes general information about the five Congressional Record databases that were covered, as well as searches that track one specific piece of • Official record of the proceedings and legislation from its introduction as a bill in the debates of the United States Congress Congressional Record to its codification in the U.S. Code. • Published daily when Congress is in session Selected legislation: • GPO Access contains volumes from 140 S. 1254 (104th Congress) (1 994) to the present; 1 994 is available only on the simple-search page at To disapprove of amendments to the Federal laundering and transactions in property derived • Database for the current session is usually activity. from unlawful updated daily by 1 1 a.m., except when a late adjournment delays production of the Public Law 104-38 (104th Congress) issue To disapprove of amendments to the Federal • New feature: Browse the Daily Digest for Sentencing Guidelines relating to lowering of the most recent issue crack sentences and sentences for money laundering and transactions in property derived • General search tips: from unlawful activity. > Congresspeople listed by last name and 28 use Sec. 994 (1994, Supplement 1) Mr., Mrs., or Ms. TITLE 28-JUDICIARY AND JUDICIAL > Search for bills as "h.r. #" (or "h r #") PROCEDURE and "s. #" (or "s #") PART lll-COURT OFFICERS AND EMPLOYEES 60 1999 Federal Depository Library Conference - Proceedings Congressional Bills Statutes at Large is the same. Users may perform a search by Statutes at Large citation in • All published versions of each bill both the Public Laws and U.S. Code databases. • GPO Access contains bills from the 103rd • New feature: Browse catalog of public Congress (1993-94) to the present. laws with hyperlinks • Current database is updated daily by 6 a.m. • Marginal notes from PDF files are marked when bills are published and approved for by < < NOTE: > > in ASCII text files release. • General search tips: • List of version abbreviations and some definitions available from Helpful Hints > Search by bill number same as before • Text additions and deletions > Search by public law: "public law #-#" (e.g., "public law 105-198") > PDF files: Added text in italics; Deleted text stricken through > Search by Statutes at Large citation: "# stat#" (e.g., "112 Stat 3280") > ASCII text files: Added text in quotation marks; Deleted text marked > Search by U.S. Code citation: "# use #" by < DELETED > and (e.g., "31 use 51 12") tags • If unable to find text of public law, search • Search by bill number same as in for enrolled version of bill in Congressional Congressional Record Bills Public Laws U.S. Code • Text of public laws enacted from the 104th • Codification of the general and permanent Congress to the present laws of the United States • Updated when the publication of a slip law • Prepared and published by the Office of is authorized by the Office of the Federal the Law Revision Counsel, U.S. House of Register, National Archives and Records Representatives, every six years Administration • GPO Access contains the text from the Once a law is signed by the President, it is most recent print revision of the U.S. Code assigned a public-law number and issued in in 1 994, which codifies the laws that were print as a "slip law." At the end of each session in effect as of January 4, 1995, plus of Congress, the slip laws are compiled into supplemental databases, which reflect bound volumes called the Statutes at Large, changes to the U.S. Code on an annual and they are known as "session laws." The basis. Statutes at Large present a chronological arrangement of the laws in the exact order that Supplement 1 contains the laws that were in they have been enacted. There is not a Statutes effect as of January 1 6, 1 996. at Large database on GPO Access; however, the text of laws published in Public Laws and 61 1999 Federal Depository Library Conference - Proceedings Supplement 2 contains the laws that were in • GPO Access contains volumes from 1 29 effect as of January 6, 1997. (1983) to the present. Supplement 3 contains the laws that were in • Cumulative from the beginning of each effect as of January 26, 1998. Congressional session Supplements 1 and 2 are complete and contain • Current database is updated daily, usually all 50 titles. At this time, supplement 3 the day after publication of the contains only titles 1 through 25; titles will be Congressional Record added incrementally as they become available. • Typical entry includes a bill number, title, • General search tips: summary, names of sponsors and co- sponsors, and a chronological list of actions > Search by bill number same as before on the bill, each of which references a Congressional Record page number and > Search by Statutes at Large citation the date when the action was reported same as before • General search tips: > Search by public law: "pub. I. #" or #" I 103-40") "pub (e.g., "pub. I. > Search by bill number same as before > Search by U.S. Code citation: "#usc#" > Search by public law number same as (e.g., "7USC511") in Public Laws databases: "public law #" > Use truncation to find multiple subsections of U.S. Code (e.g., • The Congressional Record Index (CRI) "7USC511*") online is structured the same way as the History of Bills. Hyperlinks are available to • When a section is affected by a law passed the indexed Congressional Record after a supplement's revision date, the documents in the 1998 CRI. header for that section includes a note that identifies the public law affecting it. In order to find the updated information, you must search the Public Laws databases for the referenced public law number. History of Bills • Lists legislative actions on bills that are reported in the Congressional Record • Part of the print version of the Congressional Record Index, which is published biweekly by the Joint Committee on Printing when Congress is in session • Maintained as a separate database on GPO Access 62 1999 Federal Depository Library Conference - Proceedings Ways to Share the Riches: Web-Based Resources for Selective Housing Arrangements Rob Richards University of Colorado Law Library Boulder, CO Selective housing arrangements can be an • the need to make collective decisions once effective way for law libraries and other smaller per year about adding item numbers; selective depositories to improve access to depository information, and simultaneously to • the difficulty in providing housing units increase the percentage of depository materials with current and accurate lists of their that they select.^ By distributing depository selections; materials for storage in other libraries, the selective depository can broaden the potential • and the availability of many depository audience for Federal documents. In addition, selection resources only in printed format. selective housing arrangements can relieve shelving congestion in depository print and The University of Colorado Law Library-a microfiche collections. 12.4% selective depository library-has encountered all of these obstacles to successful While the advantages of selective housing selective housing administration. The Law agreements are clear to many depositories and Library maintains a selective housing their patrons, such distributed storage poses arrangement with four other libraries on the considerable administrative challenges. Boulder campus of the University of Colorado: Responsibilities of depository and housing unit the Government Publications Library, the personnel must be clearly outlined; documents Business Library, the Engineering Library, and must be distributed correctly, quickly, and in the Earth Sciences Library. accordance with GPO's regulations; and housing units must have access to the tools for The Government Documents Library is a properly selecting and deselecting the regional depository library, and each of these documents to be housed in their facilities. four housing libraries shares an online catalog Collection development challenges are among which includes GPO depository bibliographic the most formidable for administrators of records from 1976 to present, provided by selective housing arrangements. Until recently, Marcive. This online catalog permits searching many factors contributed to the complexity of by item number as well as SuDocs number, such distributed collection development efforts: and supports limiting by library location. • the geographical distance between the The depository personnel at the Law Library institutions involved; consist of the documents librarian and a serials assistant who processes and catalogs • the lack of shared catalogs between the depository materials. The Law Library depository and the housing units; maintains an online catalog that is separate from the one shared by the housing units. The 63 1999 Federal Depository Library Conference - Proceedings Law Library's catalog facilitates searching by deleting the desired item numbers from the SuDocs number, but not by item number. depository library's selection profile. In the past, administration of this housing Each year the Law Library incurred very high arrangement required extensive work on the labor costs, as well as interruptions to part of the Law Library's limited staff. Because workflow on non-depository processing, in the depository and the housing units did not order to carry out item selection. share a catalog, because the Law Library's online catalog did not offer access by item Much of the burden of housing arrangement number, and because it was difficult to administration stemmed from the restriction of maintain and distribute current lists of items depository collection development information stored in each housing library, housing unit to the print medium, and from the limitations personnel frequently needed to contact the of telephone communication about highly Law Library staff to verify that they were detailed depository matters. As GPO began to supposed to receive a particular title. provide Internet access to depository administration tools, and as the libraries Particularly in the two months preceding the involved in the housing arrangement gained depository item selection deadline, the Law access to powerful microcomputer applications Library's depository librarian and serials and electronic mail, digital resources promised assistant expended great labor on managing the to offer solutions to many of the problems of annual collection development process. The housing unit administration. Law Library's duties in this process included: In 1997, Tim Byrne, Head of the University of • distributing multiple copies of printed lists Colorado Government Publications Library and of items stored in the housing units; regional depository librarian for the Law Library, urged the Law Library's documents • circulating printed copies of the List of personnel to offer the four housing units Classes; electronic access to item selection information. The Law Library's documents staff then set out • copying and distributing information about to convert their depository item number new depository titles and item numbers database from Microsoft Works to Microsoft from sources such as Administrative Notes Access. and its Technical Supplement; Access was part of the Microsoft Office suite of • answering numerous questions about applications loaded on most of the Law depository procedures; Library's personal computers, and it allowed users to convert databases easily to HTML. • coordinating two or more meetings of Access was also written in the SQL database personnel from all housing units; language, which meant that Access databases could easily be transferred to the MS SQL platform • facilitating communication between for availability via the Internet. housing units - especially about the availability of items no longer desired by Access allowed the Law Library to choose one housing unit but of possible interest to between two formats for offering item selection others; and information to housing units: a searchable database, or lists presented in HTML documents. For of printing • collating five sets of printed request forms ease by the housing units, the Law Library chose the latter in order to proceed with adding and 64 1999 Federal Depository Library Conference - Proceedings option. The Law Library's documents serials conversations about specific selection and assistant sorted the Access item number administrative issues. database by location, cut and pasted Access display screens into Microsoft Word, and then In the summer of 1998, the Law Library and its saved the documents as HTML. The Law housing units for the first time conducted item Library's documents librarian then created a selection using these Web resources. Results Web page with links to item number lists for were remarkable. The Law Library's each of the housing units, along with a link to documents staff experienced greatly reduced Item Lister at GPO. time spent on administering item selection. This also resulted in fewer interruptions of The Law Library's documents staff soon other technical services workflows at the Law realized that housing units could benefit from Library. Internet access to all of the depository collection development tools available on Housing unit personnel asked fewer questions GPO's servers. The Law Library's documents of Law Library staff during preparation, since librarian then created another Web page with housing unit personnel could access most links to tools including MOCAT and the List of depository collection development information Classes, as well as current awareness services directly through the Internet. The number of such as Administrative Notes Technical group meetings held in person was reduced to Supplement, New and Noteworthy Resources one, since all preliminary communication took from GPO, and New Products and Services place via e-mail. Announcements from GPO. Links also gave access to the online catalogs of the housing The Law Library's documents staff also felt units and the Law Library. confident that housing unit personnel were employing the most current and accurate Instead of juggling several printed sources sent resources available, instead of printed materials to them by the Law Library's documents staff, that might be out of date or incomplete. housing unit personnel now could manage Housing unit personnel reported increased their own depository materials, and their own satisfaction with the item selection process. collection development process, using This improved morale regarding participation electronic resources organized at one location in depository administration bodes well for the on the World Wide Web. Housing unit long-term continuation - and even expansion - personnel particularly appreciated the of the selective housing arrangement. increased autonomy that Web resources afforded them, and the freedom to schedule Overall, the provision of Internet-based item depository work in their own time frames. selection and collection development resources appears to have reduced costs for all Further, the Law Library's documents librarian parties, and increased the satisfaction of encouraged all parties involved in the housing depository and housing unit personnel with the arrangement to communicate via e-mail. E- administration of the housing arrangement. mail communication minimized the amount of The Law Library's documents staff looks paper transactions, sped the communications forward to learning whether this model of process, allowed accurate and easy transfer of providing networked resources for selective complex data between applications, provided a housing administration produces similar results long-term record of all interactions, and greatly for other selective depositories. simplified the final work of entering additions and deletions of item numbers. In addition, e- mail facilitated both one-to-one and group 65 1999 Federal Depository Library Conference - Proceedings ^ See, for example, Selective Housing of Documents, in Federal Depository Library Manual, 15-1 7 (1993); and Cheryl Nyberg, Selective Housing of Federal Government Documents in Non-Depository Libraries, 71 III. Libr.479 (1989). The author wishes to thank Barbara Bintliff, Director, University of Colorado Law Library, Georgia Briscoe, Associate Director, University of Colorado Law Library, Tim Byrne, Head, Government Publications Library, University of Colorado at Boulder, and Sharon Blackburn, Associate Law Librarian, Texas Tech University School of Law Library, for their support of this presentation. The author also wishes to acknowledge the superb work of Dallas Marshall, Serials Assistant, University of Colorado Law Library, in creating and improving many of the digital resources described in this presentation. 66 1999 Federal Depository Library Conference - Proceedings Spreading the Riches Around Administering Selective Housing Arrangements From the Law Library Perspective: An Overview Sharon Blackburn Texas Tech University School of Law Library Lubbocic, TX My presentation this afternoon will overview collections that depository libraries hold. Not selective housing arrangements, list the every patron wants to use materials via the advantages of the arrangement to the law Internet, and not every format works well in library depository as well as the non-depository electronic form. Finally, receiving Federal library, detail the considerations both libraries documents for a very low cost appeals to most should take into account, and briefly cover my potential selective housing sites. So, yes, a own experience in sharing a selective housing selective housing arrangement has viability arrangement with the Geosciences Reading even in the age of the Internet. Room at Texas Tech University. Why Would a Non-Depository Library Want What is a Selective Housing Arrangement? to Participate in a Selective Housing Arrangement? Quite simply, a depository library may select depository material to house in a As mentioned above, the non-depository non-depository library. The material may be library will receive Federal documents at a very current or retrospective. When the low cost. The library will also be able to mold administrator of the depository library does not and strengthen its collection to meet the also administer the non-depository site, then Government information needs of its specific the two libraries must sign a formal selective clientele. With added information and housing agreement or memorandum of resources, the library can better serve its agreement (see p. 1 7 of the Federal Depository clientele. And, the library will be making an Library Manual). The non-depository library alliance with an expert in government and must meet the same retention standards and law-the law librarian. the same public access standards as the depository library. In essence, the non- Why Would a Depository Law Library Want depository library must adhere to all Federal to Participate in a Selective Housing Depository Library Program policies. Arrangement? But, Is a Selective Housing Arrangement Still The Law Library has the opportunity to form a Desirable in the Age of the Internet? valuable partnership outside the law library community. Such a relationship may very well Certainly, many Federal Government be a first step in the direction of cooperation publications are now available over the and support for the future. More importantly, Internet. Still, not everything currently in the the law library shows its dedication to fulfilling depository system is available, and few the Government information needs of the agencies have added all of the retrospective Congressional District or local area. This is the 67 J 999 Federal Depository Library Conference - Proceedings primary goal of all depositories, and selective commissioner, should be pleased with the depositories not close to a regional or an public relations value of the law librar^/'s almost 100 percent selective depository should cooperative venture with another entity in the feel a particular impetus to fulfill their local community. At times, legal institutions may be area's Government information needs. seen as elite institutions. The law library may help to dispel or quell that perception. A law library does not generally collect in the subjects of consumer affairs, business, medical, Steps to Achieving a Selective Housing or scientific information, but a depository law Arrangement library has the opportunity to make those documents subjects available to its community The first step should be that the depository law by establishing a selective housing library make certain that Government arrangement with a local public library, special information needs are indeed lacking in the library, or academic library. Congressional District or local area served by the library. Even if, say, a regional depository Moreover, a law library can alleviate its own or near-full selective depository exists within space constraints by housing documents in the same area, the potential housing site may another site. For instance, if a law library has offer subject expertise unavailable in the larger collected environmental impact statements but libraries, or the location of the housing site is finds its shelves overflowing, perhaps a local more appealing to many users. At any rate, the library serving patrons interested in the depository library should be certain that gaps environment might be willing to house such exist in the provision of Government documents. information and not merely duplicate materials already in the district. A separate housing arrangement also benefits the law library's principal clientele because Both the depository and non-depository should then attorneys, judges, law professors, and law also understand that the selective housing students will have access to materials that may arrangement will require a substantial very well have relevance to their cases or commitment of staffing and resources. I will studies with generally more expertise in non- discuss this more in depth a little later, but just legal areas than a law library may be able to because the FDLP does not charge for offer. For example, a law school may offer a documents does not mean that putting joint j.D./M.B.A. degree. While a law library documents on the shelf will have no cost. may not traditionally select business-related materials, and may have no space to store such Both libraries should also realize that the materials, perhaps there is a business library on arrangement requires a long-term, official campus that would be delighted to house relationship. Not only must the non-depository Federal documents related to business. keep the Federal documents for at least five years, but also the arrangement requires the Why Would an Administrator Support a participation of two other institutions: the Selective Housing Arrangement? regional library and the Federal Depository Library Program. I think any administrator is impressed, especially in tough economic times, when a Law Library Staffing and Resources library can demonstrate cooperative planning and sharing resources. And, the administrator When participating in a selective housing of a law library, as well as the dean of a law arrangement, the law library must: school, chief administrator of a court, or county 68 1999 Federal Depository Library Conference - Proceedings • Review its own collection development The Selective Housing Agreement plan When the two libraries have determined to • Amend item selections establish a selective housing arrangement for Federal documents, they must execute a formal • Process extra documents agreement, also known as a memorandum of agreement. A sample form may be found in • Physically transfer the documents to the the Federal Depository Library Manual on page non-depository 1 7. The essential elements of the agreement are that the libraries: • Keep in contact with the non-depository regarding claims, changes to call numbers • Adhere to the policies of the FDLP and item numbers, and FDLP news (of course, with the advent of the FDLP Web • Justify the transfer of the Federal documents page, such communication is much easier and more comprehensive) • Detail the duration of the agreement • Monitor the adherence of the non- • Set out the conditions for terminating the depository to the policies of the FDLP agreement The Non-Depository Library Staffing and • Discuss how the housing site will maintain Resources the collection When participating In a selective housing • Guarantee free access and ILL arrangement, the non-depository library must: • Provide for the disposition of the • Review its public access and weeding documents in case the libraries dissolve the policies and make them compliant with agreement FDLP standards The Texas Tech University Law Library and • Process extra publications the Geosciences Reading Room • Promote the documents collection to For decades, the Geosciences map room or library staff and patrons Reading Room housed USGS and DMA maps selected by the Texas Tech University Library, • Promote the professional development of a regional depository. In the late 1970s, the the librarian or librarians responsible for University Library elected to house all the documents collection depository maps together in the library's map room. Understandably, the Geosciences • Identify item numbers that most closely Reading Room desperately wanted to continue match the information needs of the library's receiving the maps, and the law library, a users newly designated depository, assumed the housing arrangement with the Geosciences • Compile biennial reports, self-study, and Reading Room. statistics The Texas Tech Law Library currently selects around 1 3 percent of FDLP offerings. Of the almost 900 item numbers the Law Library 69 1999 Federal Depository Library Conference - Proceedings selects, only 67 are dedicated to the Reading mail with the Reading Room clerk answering Room. Most items ship directly to the Reading questions, giving advice, and passing on news Room from USGS. The Reading Room clerk about the depository program. and her student assistant identify, process, record, and file maps according to FDLP The most frustrating aspect of our arrangement guidelines. with Geosciences is the frequent turnover in the clerk's position. In the last ten years I have A few items selected, around 10-15 pieces per worked with seven different clerks. Typically, week, come first to the Law Library. In this the clerks are doctoral graduate students in case, the Law Library identifies the material Geosciences, although one clerk had an M.L.S. with a depository stamp, writes the call number (though stayed for only six months). Such a and shipping list numbe? on the piece, revolving door puts a strain on me to make photocopies the shipping list for the certain that the clerk understands the convenience of the Reading Room, and places importance of the depository program and the material on a shelf in the documents standards. workroom. Unfortunately, I have little influence to Every other week, the Reading Room clerk encourage the Department of Geosciences to drops by the Law Library to examine the upgrade the clerk position in order to attract a materials on the shelf. She usually takes 90 to stable governor for the depository collection, 95 percent of the materials. The rest either go other than the ultimate and very heavy club of into the Law Library's collection or into ending the arrangement. Neither I nor my storage. administration wishes to wield such a drastic solution. Back at the Geosciences building, the Reading Room clerk enters a record identifying each The Selective Housing Arrangement Benefits piece into a stand-alone database. Usually the the Law Library's Clientele clerk waits until a full cataloging record appears on the University Libraries public Despite the headaches of constantly having to online catalog before creating the database train new staff, I am pleased with the Law record in order to ensure correct title and Library's arrangement with the Reading Room, author. The clerk may add subject headings as and my law professors and students certainly well. benefit from the arrangement. The Reading Room helps support the curriculum and In future, we hope that the Law Library can research for include the Reading Room as a location on the University Libraries online catalog and simply • Land Use Planning attach the Reading Room's holdings onto full • Environmental Law MARC records and phase out the stand-alone • Agricultural Law database. However, because the Reading • Oil and Gas Law Room is not an official library, certain policy • Trial Advocacy considerations must be resolved with the administrators of the online catalog. Attorneys also benefit from the arrangement. An attorney can use the GIS expertise at Usually once a month, I visit the Reading Geosciences to craft a map covering Room to discuss problems and to monitor intersection accidents, crime incidents, or just compliance with guidelines. At least FDLP about any other map they need to demonstrate once a week, though, I on the or e- am phone evidence in court or to help a client. 70 1999 Federal Depository Library Conference - Proceedings Finally, the selective housing agreement benefits the Law Library because our Law School Dean takes great pride in cooperative efforts. He is quite happy to assure University officials that the Law School gives back to the University and surrounding community. And, quite frankly, a happy Dean means a happy law librarian. Sources Bates, Mary. "Readers Exchange: Selective Housing of US Documents." Administrative Notes, vol. 7, no. 1 1 (July 1986):4-5. "Have You a Selective Housing Agreement?" Administrative Notes, vol. 2, no. 8 (June 1981):4. "Maps and Documents in Selective Housing Sites Subject to Full Range of Depository Standards. "Administrative Notes, vol. 1 1, no. 6 (Mar. 15, 1990):10. Nyberg, Cheryl Rae. "Selective Housing of Federal Government Documents in Non- Depository Libraries." Illinois Libraries, vol. 71 (1989):479-85. "Selective Housing of Documents," in Federal Depository Library Manual, Rev. 1993, pp. 15- 17. "Selective Housing of U.S. Government Electronic Online Services," Administrative Notes, vol. 15, no. 16 (Dec. 15, 1994):18-19. 71 1999 Federal Depository Library Conference - Proceedings What It Means To Be a Selective Housing Site in Tliis Day and Age Martha ]o Sani University of Colorado, Boulder Boulder, CO The William M. White Bjjsiness Library has receiving, but most of the selections were CD- maintained a separate Government ROMs that could be installed on the business publications collection throughout the history library LAN system. of the library. The library was established in 1970 when the College of Business moved into Government publications not available through a new building on the University of Colorado, the depository arrangement were ordered as Boulder campus. The library contains over needed. These and most of the long running 80,000 monographs, over 160,000 items in serial subscriptions publications are now microform, and subscribes to over 700 serials. ordered using the main library deposit account. Access to many more full text serials are This arrangement has not worked very well, available through databases the library but we hope the process will improve or the purchases or accesses through Chinook, the business library will need to explore other University libraries' Web-based online catalog. options. The business library must have up-to- date information that is readily available and As a branch library, the library continues to we are pleased the online access has improved receive operating and acquisition funds from this situation immensely, but there are times the main library, but the serious state under- when we need to have the printed sources funding of the library system over the years has available. prompted the business library administration to turn to the College of Business for equipment The Business Library menu illustrates the wide and gift money to provide for the research and variety of electronic databases the library curricular library needs of the college. subscribes to or accesses through the main library gateways. A click on menu items The funds were used to fund serials and directly connects the patron to selected monographs as well as new technology. These databases without going through several layers funds were used and continue to be used for of screens. This has proved to be a real time up-to-date technology, including a LAN system saver and less confusing for the patrons and the and to access ever increasing Web-based library staff can concentrate on teaching how to resources. A deposit account funded with gift use the resources and not spend time showing funds was set up in the 1 970's to maintain a patrons how to get into the databases. separately housed Government publication collection. It was used until recently. STAT-USA and the CIS Statistical Universe listed in the menu have been welcome In 1994 the selective housing site with the additions. The business library partially funded University of Colorado Law Library was STAT-USA and has maintained a collection of created to provide resources in categories the Statistical Reference Index microfiche related to business. Some of the item indexed in Statistical Universe since 1980. The selections covered titles the library was library also subscribes to the NTDB CD-ROM, 72 1999 Federal Depository Library Conference - Proceedings which continues to be a useful tool for depository collection. The Web page and the international marketing students. guides to the regional depository collection are particularly helpful. The business library is The core of the collection is Federal economic also developing a Web page that places Web indicators that have been collected for sites in specialized business categories. This approximately thirty years for use by business Web page will include many of the online students for case studies. The selection rate Web sites available from the Government. through the law library of about 2% of available depository materials adds about the The Business Library has a historical same number of documents that are withdrawn relationship with the Law Library that goes each year, keeping the collection at about beyond the depository selection process due to 1 368 volumes. This number is derived from shared curricular needs and research. Some of counting 8 volumes per square foot. The the Business Library collection development library adds about 1 % through purchases and decisions are based upon the availability of gifts each year. The collection will continue to resources in the Law Library. Being a selective be small as older items are sent to the regional housing site for the law library was a logical depository library and online permanent access choice. The Law Library is separate from the continues to improve. University Libraries system, but access to the Law Library catalog and Government The business library has always had a close publications and other resources is available relationship with the regional library in the through a link on the Chinook system. main library. The regional library is heavily used by business and faculty for research and The shared housing arrangement with the Law curricular needs and the business library is Library has provided the business library with dependent upon the regional to supply basic as well as additional Federal Government resources that are not readily available in the resources needed by the library. However, our business library. All Government documents participation in the depository program will in all formats from any Government entity that continue to be evaluated as access to are received by the business library are sent to Government publications changes from printed the regional library for cataloging. to online access. The regional library is responsible for adding Permanent access to the Government business library item records to bibliographic information needed by the library will be the records in the Chinook online database that key. This information must be readily available reflect branch holdings. Due to the age of the to students, faculty, staff, and public patrons. business library Government publications collection, part of the business library holdings The library will continue to provide trained are not accessible in Chinook, but a specialized librarians to help our patrons find retrospective project that involves weeding and and interpret information available from the cataloging the collection should be finished by Federal Government using printed, microform, end of the summer of 1 999. CD-ROMs, and online materials available in the business library and refer patrons to the The business library maintains an electronic depository library as needed. The library also shelf list of documents and other Federal, state, purchases printed and online information from and international resources. The regional commercial entities that provide added value depository library has also developed a Web to Government information. Up-to-date page that provides an overview of depository technology that is required to access holdings and services and guides to the 73 1999 Federal Depository Library Conference - Proceedings Government information will continue to be available. As a rule the library does not provide software applications in the library, except as needed for specialized databases requirements. This may change in the future when the new business library is constructed and increased access is provided for laptop computers. As the major business library in the state, we are committed to providing information available from the Federal Government to our students and faculty and the public, and we will continue to fulfill that role in the new millennium. Our participation in the Federal Depository Library Program has helped us to fulfill that role. 74 1999 Federal Depository Library Conference - Proceedings How to Use the Digital Library of tine State of tlie Environment on tine Web and on a Web- Connected CD/DVD-ROM Dr. Brand L. Niemann U.S. Environmental Protection Agency Wasiiington, DC Abstract complete file is available on the Web site Since last year's presentation entitled demonstration will show how the same State of LandView III and the CEIS Digital Library of the the Environment content is available on both State of the Environment < www.access.gpo. the Web and the CD-ROM using essentially the gov/su_docs/dpos/98pro41 .html > , the Digital same interface. The Web-connected CD-ROM Library of the State of the Environment has is available for those who need it and is greatly expanded its content and upgraded the updated periodically to maintain an archive of Folio CD-ROM and Web Server technology to the Web site content. version 4.2. Table of Contents A new Digital Library of the State of the 1. Overview Environment Reading Room is now available 2. Query Syntax and Multiple Infobase Query 75 1999 Federal Depository Library Conference - Proceedings Figure 1. Digital Library of the State of the Environment on the Web in Browse View 0 Browsi File £du O El Forward Skop Refresh Address |[*] p://! 98.1 83.1 46.250/cgi-bin/om_isapi.dll?clientlD=65243198;infobase=diglib5.nfoS Links About Working Offlirte ^Microsoft ^ProdudLpdates ^Services Today's Litik.? Web Tutorial J ^ Digital Library of the State of the Environment and Environmental Quality, Digital Library of the State of the Environment and Enviro nrr^ Digital Library of the State of the Environment and Environmental Quality, Status and Trends All j|l§ Search jQQBiowse/i) Document / ^ Contents /IE HitList / r" Rank this query? Records; 85532 Hits; 0 M SftN^^ MMjtbQuBfv;,! Infobase.List; 1^ mternet sone Folio delivers the same content with essentially relevant information because it provides the the same interface on both the Web and CD- Hit List view at the bottom. The Hit List view ROM. All the elements of the interface are allows you to view as many references in the defined below. hit list as possible and link to them. The Document view is for reading the information, Figure 1 shows one of six different views of especially after you have narrowed the search, infobases in the digital library, namely, Browse while the Contents view is best for navigating with the Contents in the left side frame and the and scanning the table of contents. Reference and the Document frames in the middle. The frames may be resized with the Folio also provides for query templates on both mouse, and the interface may be customized the CD-ROM and the Web distributions to (e.g., simplified with fewer choices for facilitate searching by fields as well as by beginning users on both the Web and CD- words and phrases, when the infobase contains ROM). The Contents frame contains a fielded information like dates, numeric data, hyperlinked table of contents that may be etc. Furthermore, the Folio search results take ) ^ expanded ( or collapsed ( ), and together the user directly to hits in documents or table with the Reference frame tells you where you of contents headings as well as to hit list with are in the overall structure of the infobase. The relevance ranking. All view is best for searching and when you want to see all the information at once. The All of the interface elements are defined below: Search view is best for finding the most 76 1999 Federal Depository Library Conference - Proceedings Simple Combined View: What you see after doing a word search and selecting the All Tab Folio siteDirector4 - User's Guide Folfb siteDlfector 4 Ifeers Guide Searching fnfoba ses Searching Infobases If you can't find it, you can't use it. Thankfully, FoHo siteDirectoris able to tap into the Folio ^search^ engine to help you locate the infonnation you need. 1 I Document Tab: When you want to read the document Search Browse Document/* Contents /:= HiHist j [ft / Simple Document View Folio siteDirector 4 - User's Guide Folio gitgDjr>ptor 4 Us?rs Ggld^ Folio siteDirector 4 allows infonnation publishers to deliver >^ mission- critical information over Internets or Intranets. The information is stored in FoUo Corporation's infobase format w d I .n Contents Tab: When you want to browse and use the dynamic Table of Contents jglS'Segch Browse Document Contents /:= HiHist ^y^B jl^ j |1| j / 77 1999 Federal Depository Library Conference - Proceedings Simple Table of Contents View i Us 3rs Guide + Understandinq the User Interface -fr Browsina Infoba ses Searchina 1 nfob ases ^ Simple Queries K Advanced Queries 0^ LJsin a Qi. erv Forms + Navi latina Hits + Ihe.Folio Query Syntax Que V Disclav Options Icon-Plus: Click to expand to see subheadings Icon-Minus: Click to collapse to hide the subheadings Icon-Empty: When there are no subheadings Query Single: Click to enter a query and its specifications Ml Search Edit Window: Enter a word or phrase and hit Enter #ySearchj 78 1999 Federal Depository Library Conference - Proceedings Simple Query Form: Use for field searches (e.g. dates^ etc.) when provided with infobase Query Multiple; Select multiple infobases to search Simple Intermediate Query Results: Help you decide which infobases to look at for search hits Folio Views 4 Getting Started Returned a total of 39 Hits All View I Document View Folio siteDirector 4 - User's Guide Returned a total of 4 Hits AH View 1 Document View Hit List Tab: Use to browse the list of search hits Search Browse Doca^ment Contents |~ HitList 1P>8 iii ji3 j H \ j / 79 1999 Federal Depository Library Conference - Proceedings Sjmple Hit List View: What you see after doing a word search and selecting the Hit List Tab Left and Right Hit Marks: How the search hits are marked Search Hit44 aNext Hit: Use to jump forward from one hit to the next Previous Hit: Use to jump backward from one hit to the previous ill Next Page-sans cursor: Navigation button to go forward to next page Next Page-with cursor: Same as previous when cursor is present Previous Page-sans cursor: Navigation button to go back to previous page Previous Page-with cursor: Same as previous when cursor is present Help: Provides customized help when provided with the infobase and/or Web site 2. Query Syntax and Multiple Infobase Query bin/om_isapi.dll?&softpage = Multi_Query_Req uest42 > How to search an infobase bi n/om_isapi .d 1 1 ?&softpage = Howto42 > The Web and CD-ROM are evolving as Multiple Infobase or Document Query complementary, rather than competing Interface 80 . 1999 Federal Depository Library Conference - Proceedings publishing of value added content. Web- go beyond traditional HTML indexing and connected CD/DVD-ROMs can serve to display paradigms. overcome grid lock on the info highway and deliver Web resources to those whose time is This help file should provide you with the too valuable for the "World Wide Wait." Even basics of using Folio siteDirector 4, including: more so, Web-connected DVD/CD-ROMs can provide a value added interface to Internet Understanding the User Interface - Folio information that is "quirky, transient, and siteDirector makes use of several default chaotically shelved" and deliver multimedia buttons and views that may be new to you. and interactivity that is beyond the foreseeable future for the Internet infrastructure. Browsing Infobases - Folio siteDirector serves HTML pages in your browser. However, A Web-connected CD-ROM can be used in because there is an infobase on the back end of two ways. First, it can be accessed and that HTML, there is some functionality examined from a standalone computer with available for browsing information that may be CD-ROM drive. Second, for those with new to you. computers having Internet browser capabilities, active Web links allow users to interact with Searching Infobases - The powerful Folio Web sites from the CD-ROM. Web-connected search engine enables you to find what you CD/DVD-ROMs like Microsoft's Encarta need, when you need it. provide a comprehensive multimedia encyclopedia on the CD/DVD-ROM with 5. Understanding the User Interface connections to many Web resources and periodic updates that are downloadable to the Folio siteDirector allows site administrators to user's PC and work seamlessly with the completely customize how infobases are CD/DVD-ROM. displayed over the Web. As such, the appearance of the site you are currently using The SIGCAT (Special Interest Group on may be completely different from any other site CD/DVD Applications & Technology) is the running Folio siteDirector. However, typically world's largest user group (1 1 ,000 members) there are several components that are constant. devoted to the investigation of CD/DVD This section describes those components. technology and its many applications in government, business, and education. The Document View SIGCAT has featured the convergence between Contents View the Web and CD/DVD-ROMs during its annual Hit List View conferences the past three years (c.f. The Query Views Convergence Hits Home: A Survey of Late Intermediate Query Results Breaking Web-Connected Titles-SIGCAT '98 Combined Views Conference, May 20, 1998 The information is stored in Folio Corporation's the infobase. Within the document view, you infobase format and converted to HTML on- can read the text of the infobase, view images, the-fly. The infobase format allows you, and follow links to other areas in the infobase. accessing this site through your Web browser, Usually, the document view provides links to search for and view information in ways that (either text or graphic buttons) to take you to 81 1999 Federal Depository Library Conference - Proceedings the next or previous page of information in the Below is a simple document view. Note the infobase. The document view also highlights graphics at the top of the page; these are for the hits from queries on the infobase. Usually, moving forward and back through the infobase. these hits are marked by red arrows. For example, this is an example hit^M. Folio siteDirector4 - User's Guide Folio siteDirector 4 Users Guide Folio siteDirectof 4 allows information publishers to deliver mission- critical information over Internets or Intranets. The information IS stored in F olio Corporation's infobase format w I ^ . \ Ji3 Contents View Each heading in the contents view is linked to the corresponding information in the body of The Contents view displays the table of the infobase. When you follow the link, the contents for an infobase. The table of contents information is displayed in a document view. may be expanded or collapsed by clicking the ^ and ^ images next to each heading in the Below is a simple contents view. Note the view. Click ^ \o expand a branch of the and ^ images next to the headings that can be table of contents; click a =2 to collapse a expanded or collapsed. Also note the 0 branch. images next to headings which are fully expanded. Folio siteDirector 4 Users Guide *• Understandina the User Interface • 1 * Browsing Infobases - Searching Infobases ^ Simple Queries « Advanced Queries » Using Query Forms Navigating Hits + The Folio Querv Syntax + Query Disclav Ootions Hit List View The hit list view will have at least one column; often, it will have two or more columns. Text The Hit List view displays a summary of query in the first column is always linked to the hits for the infobase. This view is only corresponding information in the body of the populated if you have performed a search on infobase. When you follow the link, the the infobase. information is displayed in a document view. 82 1999 Federal Depository Library Conference - Proceedings The hit list view most often displays the relative The hit list may also display a snippet from the rank of the hit in the first column and the body of the infobase, showing a few words heading path in the second column. The around each actual query hit, beneath the relative rank only applies to ranked queries (as heading list. You could use this information to is done through a simple query and through better identify the context of the hit before some custom query forms). The heading path linking to the full information. lists the parent headings of the information (such as Chapter 2 \ Section 3 \ Item 47). Below is a simple hit list view. Note the These are the same headings as are displayed information in the columns. Also note that in the contents view. only the first column is linked. Query Views default. Most single-field query forms use the simple query method; multiple-field query The query views provide a form for you to forms usually use the advanced query method. query one or more infobases. Typically, the However, most multiple-field query forms form provides a list box to choose the infobases attempt to hide the Folio query syntax from you wish to query and one or more fields to you (they make sure the syntax is correct for enter the terms you wish to search for. It may you), so you do not need to learn it unless you also provide a set of options to control how the want to. information is displayed. See Simple Queries and Advanced Queries for There are basically two types of queries: the more information. simple query and the advanced query. The simple query does not require you to know Below is a query view that uses the simple anything about the Folio query syntax and query method. Note the list of infobases to provides ranked results. The advanced query choose from and the single field for entering requires that you understand the Folio query the terms you wish to search for. syntax and does not provide ranked results by 83 1999 Federal Depository Library Conference - Proceedings Select the infobase to query: |FolioHelp 2I Query for: Query | Clear Intermediate Query Results if a structure or term is part of the infobase, as well as which combinations of structures and After performing a search, you may be taken to terms provide hits. an intermediate query results page. Rather than taking you to the first hit in the document From the intermediate query results page, you view, this page shows you the number of hits can link to the document view to see the first for each infobase that you searched. Some also hit in the selected infobase. display a query map to help you see which terms had the greatest effect on the search. Below is a simple query results page. The query map allows you to see immediately Folio Views 4 Getting Started Returned a total of 39 Hits folio 39 help All Document View I View Folio siteDirector 4 - User's Guide Returned a total of 4 Hits folio -1 9-1 „ help AH View Document View I 84 1999 Federal Depository Library Conference - Proceedings Combined Views No matter what combination of views the site designer creates, simply remember that the Using frames, these basic views may be primary functionality comes from the combined on a single page. For example, a Document, Contents, or Hit List views (query common view shows the contents view on the views are usually on their own page). left of the page and the document view on the right. Following links in the contents view Below is a simple combined view, showing the updates the document view. Another common contents, document, and hit list views. Note view shows the document view on the top of that a query hit is highlighted in the document the page and the hit list view on the bottom of view. the page. Again, as you follow links from the hit list, the document is updated. Folio siteDirector4 - User's Guide Folio sitePirector 4 Users Guide Searching Infobases Searching Infobases If you can't find ii, you can't use it. ThanJkfully, Folio siteDirector is able to tap into the Folio ^search^ engine to help you locate the information you need. Standard Buttons Navigation Buttons View Buttons Folio siteDirector includes several standard Query Buttons buttons to aid in navigating through infobases. These include buttons for moving to the next Navigation Buttons and previous page, moving to the next and previous hit, querying the infobase, or Navigation buttons help you move through the changing to another view of the infobase. infobase. These buttons include: The standard buttons are divided into the Next & Previous Page following categories: Next & Previous Hit 85 1999 Federal Depository Library Conference - Proceedings Next & Previous Page Query hits are highlighted with arrow icons query W\\M). By clicking the Previous and Next Hit buttons, the browser displays the appropriate hit. View Tabs Folio siteDirector transfers only a discrete portion of the infobase to the browser for View tabs are displayed in the bottom pane of display; this saves time and bandwidth. These the browser and allow to buttons display the previous or next portion of window you choose the display you wish to see. These tabs the infobase when clicked. Notice that the include: buttons change when the cursor is placed over them. Document Contents Next & Previous Hit Hit List yiii Document ||>AB jgil Search Browse DV(i?iro^nj^iS ; ^Q^ j jj .-rj^ffl Clicking the Document tab displays the view the main body of information for the document view of an infobase, allowing you to infobase. Contents g|''- Document; j^- Contenls/i= HitList j / Clicking the Contents tab displays the contents and collapsible branches. You may follow view of an infobase. The contents view links from the headings in the contents view to contains a fully functional infobase Table of the document view. Contents window, complete with expandable Hit List All Search jf^ Browse [=| Docurnan^ j Contents j HitList j / Clicking the Hit List tab displays the hit list Query Buttons view of an infobase. If no query has been performed, the hit list is empty; if a query has Query buttons display different query forms for been performed, then the hit list displays you to use. heading information for each hit. You may follow links from headings in the hit list view Query Single or Multiple Infobases to the document view. The other tabs - All, Search, and Browse combine the other views in useful ways. 86 1999 Federal Depository Library Conference - Proceedings The query single infobase button displays a relevance, or the advanced query format form that queries a single infobase. The query (which allows you to take advantage of the multiple infobase button displays a form that powerful Folio query syntax), or a custom allows you to search several infobases at once. query form which provides you with several These buttons may use the simple query fields to fill in before submitting the query. format, which automatically ranks queries by Additionally, you can simply tvpe your query in the query edit box and click the Search button. The query edit box is located in the bottom pane of your browser when viewing an infobase. 87 1999 Federal Depository Library Conference - Proceedings Federal Emergency Management Agency Marc Wolfson Dave Wellman Federal Emergency Management Agency Washington, DC Federal Emergency Management Agency FEMA - What we do... • What is FEMA • Recommend ways to reduce losses of life Who we are and what we do and property in the event of a disaster. Training, Out Reach, and Partnering • Why use www.fema.gov National Flood Insurance Program Successes Project Impact Organization • Assist in the response and recovery effort FEMA - Who we are... after a disaster. • An independent Federal agency Why use www.fema.gov • Director of FEMA, James Lee Witt, holds a • To obtain accurate, official and timely cabinet level position. information in matters relevant to FEMA's responsibilities • Annual Operating Budget - $420 Million • To review day by day accounts of major • 1998 Federal Disaster Costs - $3.5 Billlion disasters • Employees 2500 Full-time 6000 temporary disaster assistance employees • FEMA handles an average of 60 disasters per year 88 1999 Federal Depository Library Conference - Proceedings How we've grown... • Master Index (A - Z) www.fema.gov • Color Code Scheme (darker to white) Organization Features • Search Engine (multiple) • E-mail Lists • Side navigation • Banner navigation www.fema.gov Highlights... Oklahoma City bombing tragedy 5oa Tropical Storm Archives 400 Disaster Hles(100(Q Map 300 Kids Section - for Kids Topical Dr FEMA 2oa US Fire Administration Hts (10000) 1 Special Programs Year 2000 a •mmy Project Impact 1996 1996 1997 199B c irch feedback- library I | ] Oklahoma City Bombing Archive PRESEDENTIAL RADIO ADBRESS In memory of all who perished, with hopes and prayers SATTJRDAY, APRIL 22, 1995 for those who were injured, and with admiration for all who came to their aid at the Murrah Federal Office PRESIDENT CLINTON: We are especially concerned about how the Building, Oklahoma City, on April 19, 1995. children of America are reacting to the temble events in Oklahoma City. • Oklahoma City Bombing (April 19th,1995) Our family has been struggling to make sense of this tragedy. And I • Oklahoma City Bombing News Releases know that families all over Amenca have as well We know that what in Oklahoma is very frightening And we want children to • Oklahoma City Bombing Disaster Photo happened Archives know that it's okay to be frightened by something as bad as this. Your parents imderstand it. Your teachers understand it. And we're all there for you. And we're working hard to make sure that this makes sense to Oklahoma City Updates you and that you can overcome your fears and go on with your lives. April 21st. 1995 May 3rd, 1995 April 23rd. 1995 May 4th. 1995 The First Lady has been very worried about all the children of our country in the aftermath of this tragedy. And she wants to talk with you April 26th. 1995 May 5th. 1995 too today. April 27th. 1995 May 12th. 1995 April 29th. 1995 May 15th. 1995 MRS. CLINTON: I know that many children around the country have April 30tfa. 1995 May 17th. 1995 been very frightened by what they have seen and heard, particularly on television in the last few days. And I'm sure that you, like of the May 1st. 1995 May 24th. 1995 many children I've already talked to, are really concerned because they don't know how something so temble could have happened here in our Reflections on Oklahoma City Disaster One Year Later. country. Remarks by James Lee Witt, FEMA Director Updated: Adnl 9, 1998 FBd«r«l EmoratriKV Manjaamont Aggncv I 89 1999 Federal Depository Library Conference - Proceedings cfi feedback library I | J Archive Hurn-icame B®riiiiTil Advisones for Aug. 20. 1998 - Aug, 27. 1998 Advisory for Aug. 23. 1998 A.M. Advisory for Aug. 22, 1998 P.M. Advisory for Aug. 22\ 1998 A.M. Advisory for Aug. 21. 1998 P.M. Advisory for Aug. 21, 1998 A.M. Advisory for Aug. 20. 1998 P.M. Advisory for Aug. 20. 1998 AM. Maps • Watch/Warmng Map • Strike Probability Map Tracking Maps Courtesy of University of Hawaii Tracking Map for August 24 Tracking Map for August 23 Tracking Mao for August 22 90 1999 Federal Depository Library Conference - Proceedings litis help search feedback library [ home \ | I | ] For This Disaster: Tennessee Emergency Declared Counties Management Agency News Releases Real Audio Streaming File of Photographs 1 -f- Federal Coordinating Officer Paul Fay^^tgQ About FEMA ^ Disaster Assistance Federairrennessee if Regional Offices State Tornado Aid More Million Staff Directory Than $16 Disaster Recovery Nashville, TN March 15, Centers to Open Monday 1999 -- Tornado disaster in Jackson and Clarksville victims in Tennessee have Nashville, January 29, 1999 -- received a total of $16,1 State and federal disaster million in aid as of today. management officials vi^ill open More Disaster Recovery Centers in Jackson and Clarksville Monday FEMA/State Disaster in order to answer questions and Recovery Centers Set to expedite information about Close assistance available to residents Nashville, February 23, 1999 who suffered losses in recent — Residents who sustained tornado strikes. Details losses or damage as a result of tiie recent tornadoes have just Federal Grants, Loans in 91 1999 Federal Depository Library Conference - Proceedings P«detal Emptgenni) UtMgement Agency Floods, wildfires, Online Safety Rul< hurricanes, tornadoes, earthquakes and winter storms are natural disasters that happen in the United States. The Federal Emergency Management Agency - FEMA — helps people who have been in a disaster. We also teach people what to do during a disaster and what to do BEFORE a you can help your family prepare for a disaster. WitJi this site, you can also learn about what causes disasters, play games and read stories from children who have been through a disaster. You can also become a Disaster Action Kid! Disasters are a serious subject, but you can have fim learning about them! Click on the tornado and explore the site. • Join Our Mailmg List! ' How Schools Can Become More Disaster Resistant • World Disaster Reduction Day • Parents Guide to the Internet • Upcoming FEMA Courses for Administrators and Educators • After a Disaster • Disaster Resources • Curriculum and Activities • Earthquake Preparedness: What Every CMdcare Provider Should Kjnow • Fire Safety Factsheets • How to Talk to Children about tlie Threat of Biological Warfare or Terrorist Attack • Viewing Our Site: Hetoflil Hints • How to Submit Student Work to This Site ifr f -f^- mt^"^i ICv 92 1999 Federal Depository Library Conference - Proceedings lit USfA USFA provides national leadership in fire training, data collection, technology and public education and awareness, supporting the efforts of local communities to save lives and reduce injuries and property loss due to fire. USFA Spotlight On. I USFA Begins New Smoke Detector Study WASHINGTON -- USFA is starting a year-long study to examine the impact of smoke detectors on residential fires. Ten stales with high residential fire rates have been invited to participate in the study. New Games and Quizzes Added to Kids Page The USFA Kids Page now includes a new Home Fire Safety Page, crossword puzzles, an online colonng book, and the USFA Jr. Fire Ivlarshal quiz and certificate. search sEtehdp feedback e-mall updates home LRC ONLINE CARD CATALOG As its name implies, ttie Online Card Catalog (OCC) is the index that provides bibliographic access onJ^to the collection of the National Emergency Training Center's (NETC) Learning Resource Center (LRC). While the LRC is the on- campus library for the staff and students of the National Fire Academy (NFA) and the Emergency Management Institute (EMI), the OCC will function for Internet users as a database on fire sen/ice and emergency management topics. Its fundamental sen/ice to Internet users is one of identification. The OCC identifies published resources on topics of professional interest to fire sen/ice and emergency management personnel. Since the LRC's primary mission is to support the instructional activities of the NFA and the EMI, the OCC reflects that goal. The LRC concentrates on natural and technological hazards but primarily on their social and behavioral sciences aspects. As examples, the LRC has some information on seismology but more on earthquake preparedness; some information on fire protection engineering but more on public fire education. Generally, students at the NFA and EMI are not scientists but practicing emergency managers and first responders The LRC's collection has been built for these user populations and the OCC W\\\ be most useful to them. What the Online Card Catalog isn't: The OCC is NOT a full-text database. It contains citations tojournal articles, books and reports, not the text of any of these items. At most, some items have abstracts. 93 1999 Federal Depository Library Conference - Proceedings Y2K Best Practices Now Online Washington, April 12, 1999 — Find out what your state and local govetiiment is doing to plan and prepare for the Y2K computer transitioa More FEMA and the Year New York State Moves 2000 Initiative into Next Fiscal Year FEMA supports efiForts led by the President's With No Reported Y2K Council on Year 2000 Glitche (Y2K) Conversion. Washington April 5, 1999 -- On April 1, New York FEMA is also working to was the first state to move ensure that its computer- into a fiscal year that spans based systems are Y2K January 1, 2000. More compliant. Reports on FEMA's internal FEMA Mission Critical compliance are provided Systems are all Y2K to the President's Council Compliant on Year 2000 Washington, April 2, 1999 Conversion through the -- Clay Hollister, FEMA's Office of Management Chief Information Officer, and Budget. Details reports all agency mission critical computers are now Y2k's Unique Y2K compliant. Audio Challenges for Emergency Project Impact About Project Impact Partners Communities In the past 10 years, the Federal Emergency Management Agency Related News (FEMA) has spent $20 Regional News billion to help people Photographs repair and rebuild their and Video Project Impact communities afler natural Update disasters. Details Updates Washington, March 1 1, 1999 "Washington, Resources Project Impact to clear Licking March 11, 1999 -The Spring BreaK County logjams first Fannie Mae project loan recipients Newark, Ohio April 8, To... have installed a How 1999 --The Licking hurricane About FEtM County Commissioners resistant roof to protect their home Mitigation have contracted with two from possible local companies to hurricane damage. remove dangerous More logjams in the south fork of the Licking River and FEMA: Allegany in Rocky Fork Creek, a County, MD and major tributary of the north fork of the Licking FEMA WATER Day - River. Detail!: Watershed 94 1999 Federal Depository Library Conference - Proceedings Important FEMA Telephone Numbers • FEMA general publications: (800) 480-2520 • Y2K Bulletin - A Consumer Guide (888) 261-6214 • Project Impact - Building Disaster-Resistant Communities (800) 227-4731 • Taking Shelter From the Storm - Building a Wind Resistant Safe Room (888) 565-3896 • Information Hotlines: Y2K Information (888) 872-4925 Map Service Center (for flood insurance rate maps & related floodplain map material) (800) 358-9616 National Flood Insurance Program (800) 427-4661 95 1999 Federal Depository Library Conference - Proceedings Elaws: Using Expert Systems to Deliver Complex Regulatory Information Dr. Roland G. Droitsch U.S. Department of Labor Washington, DC Background inspect their multiple facilities. For this reason, it has always been a primary tenet of the The Department of Labor (DOL) is one of the Department regulatory strategy to rely largest regulatory agencies in the Federal substantially on voluntary compliance by Government, administering over 180 laws and employers. statutes. The span of regulatory activity is extremely broad, involving a wide spectrum of The Problem of Providing Compliance workplace and workforce activities. At one Assistance Information end of the spectrum are the DOL's child labor regulations, dealing with such issues as the age In order to expect employers to voluntarily and conditions under which an employer may comply with DOL regulations, employers must hire young workers. At the other end are be provided with information on what is regulations governing health and welfare required of them by these regulations. More benefits to retired employees. importantly, it is critical that they understand what is required of them. Minimum wage, overtime, workplace safety and health, pension security, the coverage of By law, the only information requirement until pre-existing health conditions, and family and recently was that all new regulations must be medical leave are some of the other areas published in the Federal Register. However, where DOL has been delegated responsibility except the very largest of corporations, few for regulating the workplace. The companies subscribe to or follow the Federal implementing regulations that administer such Register. laws literally fill thousands of pages in the Code of Federal Regulations (CFR). To further add to the complexity of the problem, even if one were to read the Federal To enforce these regulations, DOL employs Register, most regulations are difficult to several thousand inspectors, compliance understand, as they are primarily written by officers and attorneys who respond to lawyers for lawyers. Indeed legally, regulations complaints, undertake inspections of worksites are a direct extension of a statute defining in and, when appropriate, cite and litigate cases greater detail the requirements of the law, and where violations have occurred. However, hence they have historically been replete with when measured against the number of legalistic terms and formats. Although a workplaces in the U.S., it is impossible to reach number of efforts have been made over the all but a relatively minor number of these years to simplify regulatory writing, the workplaces. Added to this is the increasing language is rarely "plain English," tending complexity of regulatory requirements such more to meet the needs of legal sufficiency that for a large company, it would require a than of factual comprehension. team of inspectors to adequately monitor or 96 1999 Federal Depository Library Conference - Proceedings To address the need to provide employers with they are not able to deal with the specific information that they can refer to in plain problem they are facing and must seek further English, DOL regulatory agencies, over the clarification or help. To attempt to include years, have prepared a variety of compliance such detailed information would only result in assistance materials. These have generally preparing huge documents that in themselves taken the form of pamphlets or fact sheets. would not be useful. More recently, under the requirements of the The problem of tailoring appropriate Small Business Regulatory Enforcement compliance assistance information is Fairness Act (SBREFA) agencies are required to exacerbated by the establishment size prepare comprehensive "Compliance Guides" demographics noted above. Even if the that are intended to provide complete compliance assistance materials were able to understanding of major regulations in simple to provide relatively specific information, understand language. However, there are two addressing this to various sized firms would major problems that make the preparation of require a "matrix" of answers to a single useful compliance assistance materials question, since the size of the establishment is extremely difficult. often a critical factor in how one needs to address the problem. First, there is a wide diversity in the demographics of firms. Of the approximately Elaws: A Solution to Providing Comprehensive six and one half million firms with employees, Compliance Assistance Information a startling percentage fall into the "small business" category. Indeed, 99.7 percent of The emergence of the Internet along with such business establishments have fewer than developments in Artificial Intelligence 250 employees. An even higher percentage technology provided the Department of Labor would be found if the Small Business with a unique opportunity to provide Administration's official cutoff for "small employers and employees with information on business" of 500 or less were used. the duties and rights as proscribed by DOL regulations. A closer look at these small businesses show that there are very significant differences within In 1995, the Department launched its Web site, this group itself. A "mom and pop" firm of say which enabled it for the first time to mount a 3 to 5 individuals, for example, is very different vast amount of information on its regulations. from an establishment of 10 employees, or one The information mounted included all the of 30 to 50 employees or even 1 00 to 200 regulations as codified in the CFR, along with employees. Designing compliance assistance other useful information such as the preambles materials that meet the needs of each of these to these regulations and the available different size firms poses a major problem to compliance assistance information. Some providing effective and useful information.^ agencies also have posted information on legal cases and interpretive letters that seek to clarify The second major problem in preparing further specific aspects of a regulation where compliance assistance materials-and even questions of interpretation have arisen or more problematic than the first-is that the where the regulations have not adequately information typically is too general to be of addressed the requirements. use. When firms need information, it is usually to address a specific situation or problem they While it was very useful to mount all this are facing. Armed with only general information for the first time in one place, the information in the material prepared by DOL, task of ferreting out the specific information 97 1999 Federal Depository Library Conference - Proceedings that was needed by a particular company or personnel of supplying compliance individual remained a daunting task. For information. many, especially the smaller employers, the effort to understand how a specific regulation Expert systems technology, which was applied to their situation remained as difficult introduced in the mid-1 980's, is an important as ever. and successful application of artificial intelligence.^ Until recently, expert systems In response to this, DOL began to explore the were deployed on personal computers and to a feasibility of using "expert systems" as a lesser extent on mainframe computers. In method to guide an employer or employee 1996, vendors (e.g. Exsys, 1996) started through the maze of regulatory requirements. offering additional software to make expert Starting with an experrmental system that dealt systems run on servers accessible for client with the Federal requirement of Veterans' computers via the Web. This opened a range Preference in the hiring of new employees, of possibilities for enhancing interfaces and DOL launched a program to develop several mixing expert system, Web and database interactive systems under the banner of Flaws: technologies. Employment Laws Assistance for Workers and Small Businesses. An expert system performs reasoning using previously established rules for a well defined Overview of Expert Systems and narrow domain. An expert system combines a knowledge base of rules and An expert system is a computer program that domain-specific facts with information from captures valuable knowledge and allows it to clients and users about specific instances of be disseminated to others. These systems problems in the knowledge domains of the emulate the interaction a user might have with expert system. The goal of an expert system is a human expert to solve a problem. Expert to provide the user or client with an interactive systems are probably the most established form process similar to the experience of interacting of artificial intelligence technology. Expert with a human expert in the field. systems embed complex information into a computer model. The computer model can When using an expert system, one is often then be queried on a fact-specific situation and struck by their simplicity. After being asked a will give the user an answer to his or her few questions, the computer provides an specific question. Based on an individual's answer that, in many cases, seems obvious. response to questions, the expert system Providing such correct information in an easily provides the user with customized accessible manner is the purpose of expert information.^ systems, but it should not suggest that the construction or operation of such systems is in Each Flaws expert system or "advisor" provides and of itself "simple." information about a specific law or regulation. The advisors imitate the interaction that an Let us take, for example, the question of employer or employee might have with a DOL whether a firm is covered by the Fair Labor regulatory expert. They ask questions, provide Standards Act (FLSA) that requires it to pay at goal information and direct the users to the least the minimum wage and overtime if an appropriate resolution based on their employee exceeds working 40 hours in a responses. The goal of Flaws is to provide the week. The answer for the vast majority of firms public with better, timely, and most is yes, they are covered. Appendix I is a importantly, specific information while presentation of the "module" that outlines the simultaneously reducing the burden on DOL decision tree logic of coverage under FLSA. 98 1999 Federal Depository Library Conference - Proceedings When represented in all its detail, embedding knowledge acquisition process is more the knowledge of a sophisticated expert in this productive and amicable. A variety of field, one is generally surprised at the amount commercial development systems have of information that is "packaged" in these become available over the last several years. systems. These tools and associated techniques allow exploratory studies rapid prototyping for use in An important advantage of expert systems is knowledge engineering. the ease with which knowledge bases can be modified. This is a result of the architecture, Verification and Validation which separates the knowledge base from the inference engine. As a result, changing the A fundamental limitation of the expert system knowledge base does not require programming approach arises from the fact that experts do but can be done via word processing or an not always think in terms of rules. In these editor. cases, it may be difficult to mimic the actual reasoning process of human experts, resulting This feature makes knowledge engineering in outputs that may be inconsistent with the accessible to a wider variety of analysts, end responses that would be given by the human users and experts. Ideally, the reasoning can expert. be explained to help the user understand the questions being asked and the conclusions. The computerized system is an attempt to Thus, the system can function more like human produce performance that resembles human experts who explain the reasoning process reasoning in some limited domain. The behind their recommendations. mechanism, however, may or may not resemble the actual biological or cognitive Rule Based Systems process. Thus, extensions of any expert system technique may not carry over into behavior Expert systems are especially good for closed- that is similar to that of a human. Cognitive system applications for which inputs are literal science, Al, and expert system research is still and precise, leading to logical outputs. If this needed to produce a fundamental approach condition holds, then the inputs can be that models actual human reasoning. mapped to the outputs using "if-then" rules. By their very nature, government laws and In the meantime, a comprehensive technique regulations are excellent examples of rule- based on a good understanding of human based closed systems. They typically proscribe reasoning must be utilized. A practical specific sets of behavior given specific approach is to use a systematic method to conditions (e.g., do not exceed a speed limit, clarify the problem, elicit knowledge and stop at a red light). procedures from the expert, organize the knowledge, and develop the expert system. In order to be truly useful, the expert systems After verification and validation of the must be consistent with real world practices. computer-based expert the ongoing use of the Another advantage of developing rule-based system is monitored for future changes. expert systems for Government laws and regulations is the availability of experts to Examples of Current Elaws Advisors explain how rules are actually interpreted (by the courts, by Federal agencies, by the public). As noted above, the Department has undertaken a systematic program of expert Prototypes are especially useful in gaining the systems advisors for its regulations. The interest and attention of experts as the systems that have been developed can be 99 . 1999 Federal Depository Library Conference - Proceedings found on DOL's Web site at law on October 1 3, 1 994. USERRA clarifies Each Advisor is individually tailored to specific and strengthens the Veterans' Reemployment audiences, such as employees, employers, and Rights (VRR) Statute. The Act itself can be policy officials. In addition, DOL's Advisor found in the United States Code at Chapter 43, includes links to more detailed information that Part III, Title 38. may be helpful to the user, such as sections of the regulations related to the topic being USERRA is intended to minimize the discussed. Links to Government publications disadvantages to an individual that occur when and other organ izations'are also provided. To that person needs to be absent from his or her provide the reader with a better understanding civilian employment to serve in this country's of the content of these advisors, a summary of uniformed services. USERRA makes major three such systems is given below. improvements in protecting service member rights and benefits by clarifying the law and The Family and Medical Leave Act (FMLA) improving enforcement mechanisms. It also Advisor < www.dol.gov/elaws/fmla.htm > provides employees with Department of Labor assistance in processing claims. The Wage and Hour Division of the Employment Standards Administration Specifically, USERRA expands the cumulative developed the Advisor to answer a variety of length of time that an individual may be absent commonly asked questions about the Family from work for uniformed services duty and and Medical Leave Act (FMLA) including retain reemployment rights. The law is employee eligibility, valid reasons for leave, intended to encourage non-career uniformed employee/employer notification service so that America can enjoy the responsibilities, and employee rights/ benefits. protection of those services, staffed by qualified people, while maintaining a balance with the The Family and Medical Leave Act provides needs of private and public employers who certain employees with up to 12 weeks of also depend on these same individuals. unpaid, job-protected leave per year. It also requires that group health benefits be USERRA is administered by the United States maintained during the leave. The FMLA is Department of Labor, through the Veterans designed to help employees balance their work Employment and Training Service (VETS). and family responsibilities by taking reasonable VETS provides assistance to those persons unpaid leave for certain family and medical experiencing service-connected problems with reasons. It also seeks to accommodate the their civilian employment, and provides legitimate interests of employers, and promotes information about the Act to employers. VETS equal employment opportunity for men and also assists veterans who have questions women. regarding Veterans' Preference. USERRA Advisor For more information, please visit the Veterans' < www.dol.gov/elaws/userraO.htm > Preference Advisor. The USERRA Advisor answers questions about the rights and Veterans Employment and Training Service responsibilities for both the employee and developed the Advisor to answer questions employer. The system helps veterans to initiate regarding employee eligibility, employee job claims if they feel their rights have been entitlements, employer obligations, benefits. violated. 100 1999 Federal Depository Library Conference - Proceedings MSHA Form7000-2 Advisor requirements for which he or she is < www.dol.gov/elaws/msha.htm > responsible. This system allows electronic filing of the As bandwidth expands and it is possible to MSHA Form 7000-2, Quarterly Mine deliver real-time video efficiently via the Web, Employment and Coal Production Report. it will also be possible to integrate visual aids Each operator of a mine in which an individual into the advisors. For example, in some of the worked during any day of a calendar quarter more technical regulations dealing with safety must complete and submit MSHA Form 7000-2 and health, it will be feasible to show the within 1 5 days after the end of each quarter, viewer visually how a respirator "fit test" is to (i.e., April, July, October and January). In be executed, or how a trenching operation addition, each contractor performing work at a should be accomplished. Similarly, required mine site for any one day of a quarter must file training as required by many regulations could MSHA Form 7000-2. easily be accomplished by packaging a series of downloadable training advisors that would This Advisor permits the forms to be completed accompany that particular regulation. and submitted to MSHA directly via the internet. After all data is entered, the system Maintaining the advisors and various assistance asks the person to review the data to assure its modules on the Web would allow for accuracy. After they are satisfied with the data appropriate updates as needed and eliminate they can transmit it to MSHA. When MSHA the problems associated with systems that use has received the data, the person receives an e- CD-ROM or floppy disks, where the user mail confirmation. would need to know if the information is up-to- date. In short, the vision that such a fulsome Future Directions architecture offers is a complete "knowledge management" approach to providing regulatory The Department of Labor has approximately 20 information to our clients-both employers and systems operating and another 10 under employees. development. DOL will continue to "fill-out" more and more of its regulations over the coming years. As more and more systems are Notes created, we hope to develop meta-systems that build on the individual advisors. 1 . See Droitsch, R.G. The Dilemma of Regulating Small Business: The Need for a Ultimately, it should be possible to develop a New Policy Framework, 33 Villanova Law system that begins by asking the employer a Review, 6 (1988) number of questions about the firm's size, its SIC codes, the state in which it is located, 2. This section draws substantially on Mario whether it has Government contracts, etc., and DiStasio, Roland Droitsch and Larry Medsker, the system will tell the employer which "Web-Based Expert Systems for Flaws," draft regulations appear to apply the his or her paper submitted for publication, 1 999. establishment. The system would then list the individual advisors that apply to the firm and 3. See L.R. Medsker and J. Liebowitz, Design the preferred order in which they should be and Development of Expert Systems and executed. Upon executing the systems, the Neural Networks, MacMillan, New York, employer would then be provided with a 1994. complete and succinct listing of the specific 101 J999 Federal Depository Library Conference - Proceedings FLSA Coverage and Employment Status Main Elaws Meni,^ , LINK to FLSA FLSA Overview LINK to 96 Amendments Fact Sheet Option to Link to: What the FLSA Requires: *Police/Fire F.S. *MW-$5.15/hr. LINK to OT Fact Sheet *Public Agency F.S. *0T LINK to RK Fact Sheet '''^ *RK 5.1 *CL LINK to "Child Labor" on FLSA *Prompt Payment Main Menu LINK to Employment Relationship- *Limits Wage Deductions What the FLSA Does NOT Require: 'Vacation, holiday, severance, sick pay *Meal/rest periods. Holidays off. Vacations 'Premium pay for weekend/holiday *Pay raises/Fringe Benefits *Check stubs 'Payment of promised visages *Limit on HW >= 16 yrs old LINK to State DOL Related State Laws Office List FLSA Advisor LINK to Cloughtery Decision Tree Option to Link to *FLSA Gov. & *HW Fact Sheet Ement Rel. Scope *785 7.1 *Hours Worked 'Enforcement Enforcement 'Exemptions 7.4 'FAQs Exemptions 7.5 FLSA Gov. & Ement Rel. Module Summary Explore Coverage "Exempt" Introduced EE Advisor ER Advisor 'Am I an EE? 'Worker Status 'Coverage 'Coverage GoTo Employee RK & Notices Advisor Tree 10 102 1999 Federal Depository Library Conference - Proceedings cin o OQ. T3 £ c Giv ?^ £ ^ Probe o ^ OJ o c Q. OJ (A E >- < 15 i2 o _o o o P. Q. = 0.00 ^ <2 o 3 o o in E Q. I UJ W -a c 13 03 a; 00 2 73 a3 Covere W/OT > father c o bIy Emp Explain Proba Covera require Joint 7 0) 5 I 1999 Federal Depository Library Conference - Proceedings FLSA Coverage and Employment Status LINK to Coverage To Individual Basically same as #10 Coverage This is Screen ER-1 YES Work for Named Enterprise? Covered 27A 24 NO 'Unsure Need More Info On: New Business Probably NOT Covered More Info on *Public Agency Public Agency $500,000? Joint Employ Discussion •Hospital s *School 24.1 26 *$500,000 NO/ Unsun 27AYES Same as screen #21 In Business On "Non-Profit?" Hospitals 3/31/90? School 25 29 YES Firm in Construction, YES, Reconstruction OR NO/ Laundry? Unsun Define Using factsheet 28C 27A language NO NOT Covered Firm in Retail New Business VS New Enterprise w/ Enterprise $362,500 for 1989? ADV $500,000 (Fact sheet on Retail 33 5 Language) To Individual Firm Nonretail Covered Unsure Coverage Enterprise w/ New Business YES This is Screen EE-1 $250,000 for 1989? Call D.O. to Enter most recent Grandfather 34 quarterly adv. info. Covered for OT, RK, Include full quarters If 1 Qtr. Entered X4 CL & $3.35 MW ONLY. Contact D.O. on how to treat partial first lf2Qtrs. Entered X2 Options: •Worker Status quarter. 35 If 3 Qtrs. Entered /3X4 *FLSA Main Calculation Over *Further Info $500,000? *lndiv. Coverage for Higher MW Yes ^ Probably Covered Probably NOT Covered Explain Rolling Qtrs. No Explain: Rolling Qtrs. To Individual Options: Joint Employment Coverage *Worker Status NO This is Screen ER-1 *Further Info Refer to Indiv. Coverage *FLSA Main *lndividual Coverage 104 ' 1999 Federal Depository Library Conference - Proceedings tic" R-9 mes ;e/e m 5 c Define o a O 1- C\i CO TT IT) O (U in. O S z > hed )Ewor stablis Q. related E LU >-< Q. o ilye -a (u q: easi So c a; 03 > 0) most and/c 00 and/or irage. , s 1Ci cove good basis E Overvie' 12a gedin truction /eek JStic n al icing Explai, Workv S c c o o « LU Q. p Q 1999 Federal Depository Library Conference - Proceedings B to c E Q. E 1999 Federal Depository Library Conference - Proceedings PURLs: What Do I Need to Know? Working with PURLs in Your Local Catalog Background on PURLs and Link Maintenance in the Local Catalog Arlene Weible Willamette University Salem, OR Nan Myers and I are pleased to be with you not do, which will lead me to some of the today to talk about Persistent Uniform issues related to link maintenance in library Resource Locators, also known as PURLs. As catalogs. Nan will then take over and report part of our work on the GODORT Cataloging some of the results of a survey she conducted Committee, Nan and I have been talking about on library procedures, and provide a checklist PURLs for what seems like forever, but it's for local decision making. actually been just over a year. As a result of the work of the Cataloging Committee and the Let's start with a definition. Described simply, efforts of Tad Downing, Chief of GPO's a PURL is an actual URL. However, instead of Cataloging Branch, the depository community pointing directly to the location of an Internet has been provided with quite a bit of resource, a PURL points to an intermediate information from GPO about their resolution service. This service associates the implementation of PURL technology. PURL with the actual URL and returns that URL to the user. The information required to make is What Nan and I would like to do today, this redirection possible maintained in a however, is bring the discussion of PURLs into record located in a resolution or PURL server. the library, and try to address some of the OCLC developed this technology in 1996, and issues that need to be considered when was the first to implement its use with its working with PURLs in the local library Intercat project. I don't have enough time to catalog. We cannot promise to solve the get into a more detailed explanation of the particular problems that each library and technology behind PURLs, but if you are library catalog system may face; however, we interested, you can find more information do hope to provide you with some information about the development and technical details of about the questions you need to ask, and the service on OCLC's PURL Service Web resources that you can turn to when making page, available at In order to get this discussion started, we do awhile, it wasn't until early 1998 that need to provide a little bit of background on depository librarians found themselves face to PURLs and GPO's use of them. I'll begin with face with the technology. This is when GPO a definition, and then describe how GPO is first implemented the PURL Resolution Service using PURLs in their management of the FDLP to assist in the maintenance of URL information Electronic Collection and cataloging activities. in the bibliographic records and Web pages I will then discuss what PURLs will and will they create. When resources are identified for 107 1999 Federal Depository Library Conference - Proceedings inclusion on the Browse Electronic Titles Web consuming task of updating URL information in page, or are identified for cataloging treatment, catalog records. The obvious advantage to GPO staff create a PURL for the resource on using PURLs in catalog records is that records the GPO PURL server. GPO utilizes an do not have to be edited each time a location automated naming process, which assigns changes, only the PURL record on the GPO unique, consecutively assigned accession PURL server needs to be changed. numbers to each PURL created. PURLs clearly offer advantages, but there is an Once the PURL record is created, the PURL is important issue that PURLs do not address. used as the link to the resource on the Browse PURL records may only work to maintain a Electronic Titles page, and is sent to the GPO constant link to a resource if they remain up to Cataloging staff for inclusion in the resource's date. Identifying Internet resources that have bibliographic record. GPO catalogers add changed location remains a challenge. GPO PURLs to the records currently created, and has made a commitment to maintain the PURLs will add a PURL to existing records as they they create with current URL information. This come up in the regular review process. Right is accomplished by the use of OCLC software now, GPO has no plans to systematically add that provides the ability to check for valid links. PURLs to all records that contain URLs, GPO runs this software on a weekly basis to although they have made an effort to add identify broken links. Because this is an PURLs to all records for the resources listed on automated process, however, it has its the Browse Electronic Titles page. limitations. For example, while software may be able to report that a URL exists, it cannot Another way to gain a better understanding of determine if the content of the resource PURLs is to examine what they will and will remains the same. not do. Let's start with what they will do. PURLs may be used as a tool to maintain a Maintenance of PURLs, while automated to constant link to an Internet resource, regardless some degree, still requires human intervention. of changes to the location of that resource. GPO has reported that they currently use at Once a PURL record is created, the PURL least 2 PTE to maintain accurate records in the associated with the resource will remain PURL server. They are assisted by reports of constant. As the location of the resource incorrect URLs/PURLs via the askLPS service. changes, the PURL record may be updated to In fact, it is vitally important that the automated reflect the change, so the end user does not process of link validation be supplemented have to make note of the new location. Also, with human oversight to assure that the PURL the PURL record retains the history of changes Resolution Service remains effective. to the location, serving as a "travel diary" of sorts for a particular resource. At this point, I should also mention the role of catalog record vendors in the process of This is an example of a PURL record and the keeping links up to date. While it is true that information it contains: < www.wiliamette. vendors are making efforts to keep the links edu/'aweible/dlc/purlrec.htm>. You can see valid in the records they distribute to libraries, the PURL, the current URL, and the dates of it is my understanding that they are not using a maintenance. We can also see the different systematic process, such as automated link URLs this resource has had since it was first validation software, to accomplish this task. entered last July. As you can see, this resource While they accept reports from users who has done a bit of traveling. One of GPO's identify broken links, they primarily rely on the primary goals in implementing the PURL maintenance activities of GPO to keep the Resolution Sen/ice was to prevent the time records up to date. I think it is important that 108 1999 Federal Depository Library Conference - Proceedings libraries using vendors for the delivery of GPO Using our system's list making features, we are catalog records verify exactly what the vendor able to create a file of records that can be is doing to keep links valid, and determine if exported from the catalog. The next step is to their efforts are sufficient for the needs of your convert this file to HTML format. We are local library. indebted to Tom Tyler from the University of Denver, who has created what he calls MARC- Link maintenance is an important topic I'd like X-GEN software to help convert this file of to take some time to discuss. While it is clear MARC records to HTML. This has saved a that GPO has taken seriously its commitment tremendous amount of time, since the previous to keep PURLs accurate, I feel very strongly method we used involved a lot of manual that libraries must also undertake link editing. This software was designed to work validation activities. Since GPO is not with files generated from Innovative systems, systematically going back to every catalog but Tom has indicated that the software should record it created to add a PURL, it is going to work with files from any system, as long as the be awhile before all GPO records have PURLs. records are in MARC format. And, because it is such a large task, GPO also needs help with maintaining accuracy in PURL You can find more information about the records. In my opinion, libraries must also do MARC-X-GEN software in Tom's paper on what they can to check not only the existing maintenance issues in the Web-accessible URLs, but also PURLs. This will help to ensure OPACs htm> . The software converts the URL or If the links aren't valid, users won't consider PURL into an active HTML link, making the the catalog to be a good access tool, and all title of the resource the text. It also records the this effort to provide links from the catalog will OCLC number, and additional note be wasted. So, to help encourage you, I'd like information contained in the 856 field. to show you what my library does to maintain accurate links in our catalog. I will also discuss Once this file is created, we use a software some of the issues that must be considered program called LinkBot to check the file to when working with PURLs in this process. verify the validity of the URLs and PURLs we've exported from the catalog. As far as Let me start with just a few words about our choosing this software over the other link library. We have a depository item selection validation programs available, I have to say that rate of about 25%. The process I am about to I relied on the expertise of my library's systems describe is done on a monthly basis, with the staff. They were already using this software to help of the library's systems assistant. maintain the links in the library's Web pages, and it seems to work well for the task at hand. The first step is to extract the records that I have provided on the handout some Web contain URLVPURL information in the 856 sites that have more information about link field. We have to do this because our system. validation software. While I don't want to Innovative Interfaces, does not currently have discourage anyone from exploring the various an automated link checking component. It is options available, I do suggest that you my understanding that they currently have a investigate what the Webmasters at your own program in beta test, but until this is available, institutions are using. It is likely that they are we have developed an interim procedure that using some kind of program, and its nice to works for us. have some systems support when trying to 109 1999 Federal Depository Library Conference - Proceedings negotiate software with this level of file associated with a particular address. They sophistication. still cannot tell you if the content of the file is the actual resource described in the This is what a typical LinkBot report looks like: bibliographic record. < www.willamette.ed u/"aweible/dlc/ testpgrpt.htm > . This report is based on a A good illustration of this problem can be seen different file I created to help illustrate how the in one of GPO's old practices related to PURLs. software validates PURLs. In relation to According to my sources at GPO, this is no PURLs, the important aspect of link validation longer the current practice, but originally, software that needs to be determined is how it when a link was identified as broken, and no handles redirected links. alternate location for the resource could be found, GPO updated the PURL record so the In the case of LinkBot, PURLs are listed under user will be redirected to a Web page that the heading "Warnings." In this section of the looked like this: URL. After checking with the company, we can't read the content of this page, it will not were able to determine that the software does recognize the URL as "broken." This was a then go on to check the validity of the links it is problem because in my own library, I do not directed to from a PURL. If there is a problem want to direct a user to a page like this. I with the URL connected to the PURL, it will would prefer to remove a broken link appear in the appropriate section of the completely from a catalog record, or remove LinkBot report, usually under Broken URLs. the whole record, if appropriate. But, because What constitutes a broken link in this report LinkBot could not identify this as a problem, I varies, from "source not found" to "server was not alerted to the status of the link, and down" to "timed out." could not perform my own maintenance to resolve the problem. This is why I had chosen, I use the information found in the LinkBot in most cases, to use the URL, rather than report to follow up on problem links. This PURL, in our library's catalog records. requires the sometimes time-consuming process of searching for the new URL for It is my understanding that GPO no longer resources that have been moved. I usually places a link to the deadlinks page in PURL approach this task by surfing the agency's Web records, but instead places notes on both the page, playing with variations in the URL Browse Electronic Titles page and the catalog address, and if necessary, sending an e-mail to record when a dead link is identified. From the agency's Webmaster. Once I locate the the perspective of my own link maintenance correct location, or determine that the resource activities, I think this is a positive change. I no longer exists, I then correct the information have a bit more confidence that the LinkBot in the library's catalog record. I also make a software will identify the broken links within a special attempt to alert GPO, via askLPS, when PURL, and as a result, I will be more likely to I find PURLs that need to be updated. leave a PURL in our catalog records, instead of replacing it with the original URL, as had been While this process works relatively well in my previous practice. helping to identify broken links, it should be obvious that link validation software can only I do hope that GPO is able to go back and go so far in determining whether links in the revise the PURL records that still point to the library's catalog remain accurate. At their best, deadlinks page, so that the records conform they can tell you whether there is still a valid with current practices. As we heard in the 110 1999 Federal Depository Library Conference - Proceedings conference program earlier today, the would also be helpful to have a direct e-mail Electronic Collection Team appears to be link to the staff members who work with PURL working on refining policies and procedures maintenance, again to help facilitate related to the management of the Electronic communication. Collection, and I hope this includes a review of PURL creation and management activities. Another possibility would be to have GPO authorize particular libraries with the ability to This leads me to one final observation about access and edit records in their PURL server, so link maintenance activities. Remember when I that records can be directly updated without said earlier that one of the reasons GPO having to go through the sometimes implemented PURL technology was to save the cumbersome process of reporting information labor costs associated with editing catalog through askLPS. At the very least, GPO needs records? Well, I think GPO staff would agree to share information about current policies and that any labor savings they may have gained is procedures, establish as much consistency as quickly being lost in the truly labor intensive possible, and work to bring old records into activity of keeping links up to date. Without a compliance with new policies. Libraries must completely automated system to accomplish also share what they know about link this work, and it doesn't look like there is a maintenance, and communicate their needs to magic software solution just around the corner, GPO. it is clear that considerable effort needs to be expended to ensure the validity of links to So, in conclusion, I'd like to summarize the resources in the FDLP Electronic Collection. points I have tried to make in my comments about link maintenance activities. There is no Who is actually responsible for this work question that link maintenance is a labor remains an issue, but I would like to advocate intensive activity, and it is essential that before that the depository community has a vested these activities are undertaken at the local level interest in sharing the burden of this work with each library discuss the importance of accurate GPO. It is absolutely necessary that librarians links, and evaluate this in terms of the labor report broken links to GPO as they are costs involved in pursuing such a goal. discovered, for there is no automated process that will ensure that the links will always be An important fact to consider in this discussion identified. is that GPO's implementation of PURL technology does not guarantee depository At the same time, I believe that GPO needs to libraries that all the links provided in GPO consider opening up the process of link catalog records will remain accurate, and even maintenance, so that libraries with established vendors, at this time, do not provide an processes for link verification can contribute absolute solution to the problem. Based on the more directly to the work that needs to be information Nan, Tom Tyler, and I have done. One suggestion would be to add a link collected, it is clear that link maintenance to askLPS directly on GPO's PURL Server procedures depend on so many local variations pages, to help facilitate the reporting of broken in systems and Web support services that it is links. nearly impossible to recommend anything but the most general suggestions for link validation Improvements to the search capabilities of the activities. I hope that the description of my PURL server, as well as the addition of more own institution's procedures are helpful in that data fields like OCLC number or title, would regard. help librarians to use the server more effectively in link maintenance activities. It Ill 1999 Federal Depository Library Conference - Proceedings Finally, I want to remind you that all this hard done, but given that we are all learning how to work can pay off. By undertaking link make do until technology catches up, I think maintenance activities on the local level, and we can be pretty proud of GPO and the especially if you communicate the results of depository community's leadership in trying to this work to GPO, you also provide a benefit to find solutions to the issues associated with link the rest of the depository community. Building maintenance in library catalogs. a partnership with the depository community is probably the only way that GPO can I also want to put in a final plug for Tom Tyler's realistically accomplish its goal to keep links to fine article, "URLs, PURLs & TRULs: Link Web resources accurate. Maintenance in the Web-accessible Catalog" < www.du.ed u/'ttyler/cil99/proceedings. As partners, both sides heed to work together htm > . It addresses some issues I've just to make sure that the policies adopted by GPO touched on in more detail, and has more work with both GPO and library procedures. evaluative information about particular library More work and communication needs to be catalog systems and link checking software. 112 . 1999 Federal Depository Library Conference - Proceedings PURLs: What Do I Need to Know? Working with PURLs in Your Local Catalog Nan Myers Wichita State University Wicliita, KS Now that Arlene has provided some As I tabulated the data from these surveys, I background on PURL technology, GPO's use was struck by the variety in the responses. of PURLs, and issues related to link-checking, I There are only a handful of institutions which am going to move on to the second topic we have really dedicated significant resources to want to address: "Working with PURLs in Your preventive maintenance through the use of Local Catalog." Actually, in many ways, this PURLs. portion could be titled: "Working with URLs and PURLs in Your Local Catalog," since so Two libraries which have addressed their many issues involving one of them are commitment to PURLs are California State intertwined with the other, when it comes to University at Fullerton and the University of daily application in a library's workload. Delaware. They both replace URLs in catalog records with GPO PURLs to support persistent Because my portion of our presentation is very access. By the way, they also both have much about the nuts and bolts issues of daily working procedures online, which you may survival, I've prepared a handout titled want to review. The List of Resources is online "Suggested Checklist for Local Decision- at: < www.willamette.edu/'aweible/dic/ Making: Working with URLs/PURLs in Your index.htm > Local Catalog." The other page of our handout features useful online sites for: Background on PURLs... Yea or Nay? PURLs, Link-Checking Software, Guidelines for Using MARC Field 856, and Local Cataloging In the survey responses, about 60% of Procedures available on the Web. The online responders stated they do accept the use of the procedures were reported to us as a result of a PURL convention as a resolution to the link- survey. checking problem. There is probably a considerable range of interpretation as to what Survey Conducted in March 1999: this means exactly, but from responses to other "Issues in Cataloging PURLs" questions, it seems clear to me that many libraries are eager for a viable solution to the At the beginning of March, I posted a Survey to URL stability problem which does not cost the GOVDOC-L discussion list titled: "Issues in them much in terms of investment of resources. Cataloging PURLS." I wanted to obtain feedback from depository librarians and staff • Yea = 60% regarding their own "real life" experiences dealing with issues of working with PURLs. Hoping for "magic" solutions Prior to my cut-off time of April 2 for figuring statistics, I did receive 54 responses, with Understand the potential of the several coming in last week as well. technology 113 1999 Federal Depository Library Conference - Proceedings Essential to eliminate extra workload differently, and occasionally there were answers given by people who seemed not to • Nay = 40% really understand the question. Overall, however, the survey feedback was extremely Lack of understanding of PURL concept useful to me in preparing the Checklist; and, even though 54 depositories are a fraction of Issue of deadlinks the total, I think the responses provide a very good bellwether system for looking at the Concern that GPO may not sustain issues we are all facing. effort A. Number of responses by Library Type Fears of additional workload 39 Academic General Library On the other hand, 40% of survey responders 6 Public Library stated either: "No, they do not accept the 3 Academic Law Library PURL solution," or that they are undecided. 2 Community College Once again, there are various reasons why 1 State Library librarians hesitate to buy into the PURL, 1 Special Library ranging from a lack of understanding of the 1 Federal Agency PURL concept, to the deadlink issue, to concerns that reporting efforts on broken URLs While 72% of the responders were from will prove insufficient, to fears that their Academic General Libraries, there was useful libraries will not be able to sustain the feedback provided by most of the library types workload on problem records. designated by the GPO. The fear of additional workload is very real. B. Number of Responses by Depository Many of us have had to establish cumbersome Type: "work-arounds" to make up for deficiencies in our systems. But, it is still fair to say that a Seven regional depositories and 47 selectives significant percentage of libraries are simply responded. The regionals were: waiting to begin when the technology and the rules are clearer. In fact, if I have to New Mexico State Library characterize what all of us are doing regarding Newark Public Library - PURL technology, I would express it thus: 20% University of Hawaii Manoa of us are just waiting and 80% of us are doing University of Iowa a little bit of everything... and also waiting! University of Kentucky University of New Mexico I'm going to talk just briefly about a statistical University of North Dakota breakdown of who responded, and then go on to discuss items in the Checklist. Along the C. Number of Responses by Depository way, I will offer response data gathered from Size: the survey. I do want to make it clear that this is an informal survey. It only provides an 29 Large overview of the topic, even though it posed 17 Medium some very specific questions. 8 Small In a couple of instances it seems that those taking the survey interpreted the questions 114 J 999 Federal Depository Library Conference - Proceedings Once again, there is representation from all Or, do you plan to have a hotlinked sizes of libraries, with the larger depositories system in the near future? providing over half of the responses. Yes = 7 of the 15 currently without D. Number of Responses by Depository hotlinks Selection Percentage: Timing is everything! The usefulness of the 0 - 20% = 13 856 field data takes on entirely different 21 - 40% = 10 meaning when a simple "click" transports your 41 - 60% = 13 patrons to the title online. If the technology is 61 - 80% = 09 there, you are not only obligated to use it, you 81 - 100% = 09 are probably excited at the prospect of making it all happen for your users... and you are also The breakout of figures shows a reasonable probably feeling the obligation to make it five-way split among responders. happen "right." E. Library Systems Vendors: In the survey, 72% of those responding say "Yes," they do have Web browser access in Most of the major vendors are represented, their library catalog. Of the remaining libraries with Innovative (III) being the majority system who do not yet have this feature (28%), about used by responders, and NOTIS running half of those stated that they have upcoming second. (**Ameritech is a vendor representing plans to implement it. potentially three systems. The three responses under that vendor may belong to DYNIX, A related issue: Is Your Library Currently HORIZON, or NOTIS.) Cataloging Internet Resources? Yes 43 (80%) 15- Innovative (III) No 1 1 (20%) 10- NOTIS 06- SIRS! When did you begin ? 05- DYNIX 1994 01 04- DRA 1995 03 03 - Ameritech** 1996 08 03- PALS 1997 14 02 - GEAC 1998 11 01 - Horizon 1999 02 01 - CARL Not sure 4 This leads to our first point in the Checklist: As you see, 80% of those responding said they are currently cataloging Internet resources. Step 1. Initial Considerations: While only 4 stated they had begun prior to 1996, the desire to manage Internet resources A. Technology: Does Your Library within the library catalog gathered steam in Cataloging System Have Hotlinks (Or 1996 and the majority of responses indicated Web Browser Interface?) they had begun in 1997. Several have just begun this year. If you do not yet have Yes 39 depositories (72%) hotlinks, you should probably engage in some No 1 5 depositories (28%) pre-planning and perhaps develop preliminary strategies for your institution. 115 1999 Federal Depository Library Conference - Proceedings Since many more resources must be the ongoing changes in technology and considered than just having the proper commitment of library resources. technical equipment for working with Internet records, you should early on ask yourself 2. Once you have administrative support, question number 2 from the Checklist: leave little to chance. Use resources wisely by setting goals before you B. Is There Administrative Support for begin the work. Cataloging Internet Resources at Your Library? 3. If you do not currently have administrative support, do not play Yes 45 (82%) dead. Learn as much as you can about ' No 09(18%) the issues of URLs and PURLs, and re- evaluate your options periodically. Over 80% of the survey responders stated that When the time comes to receive "yes" they do have administrative support for administrative support, be ready to go. the cataloging of these resources. Frankly, it would be hard to envision proceeding with So, to review, your initial considerations such a task without at least the philosophical should be: support of your institution. Financial support in terms of commitment of time and staff 1 . Technology: Is your OPAC hotlinked? resources are important as well. 2. Administrative support: Do you have it? Of the 9 survey libraries who stated they do not currently have administrative support, half 3. Resources: What can you commit in had requested support and had it denied. One terms of staff, time and maintenance? librarian stated "\ never requested support because I knew it wouldn't be given. I'm Step 2. Planning: expected to do it all." Altogether, however, reasons given by administrators for non-support A. Scope are really quite reasonable: Who will be involved? What Level of Commitment Will We • We don't have the staff. Have? • It's too expensive. What Goals Should We Set? • We don't have Web access. • We have no utility to deal with all the B. Tag All the Players changing or dead URLs. Govdocs? Cataloging? Ref? CD? • Technical Services is not trained or Systems? prepared - we want to wait for a Students? Paraprofessionals? reorganization. Librarians? • We anticipate a change in our system and want to wait. C. Standards Single vs. Multiple Record Cataloging? Protocol or Not? There are three important points to keep in PURL mind regarding administrative support: D. Organization of the Workload Who Will Manage the Work? 1 . Cataloging Internet resources is a library-wide issue and requires the Who Will Do the Work? support of the administration to survive 116 1999 Federal Depository Library Conference - Proceedings E. Pilot Project - A Useful Option • 1 1 institutions are using both single and multiple records when necessary, and my F. Write a Mission Statement prediction is that this will become even more prevalent. G. Prepare for Change; Be Flexible Some of the rationales are as follows: A. & B. Scope and Tagging the Players: • "Use single record for serials, separate records for monographs." The steps I suggest for planning are probably familiar to you who are old hands at managing • "We maintain separate records for paper library projects. When you discuss the scope and microfiche. ..adding the URL to both of the project and who the players will be, I paper and microfiche records." suggest that you think big. PURLs are a larger issue than just for cataloging - there are many When you begin adding URLs to more than collection management considerations. The one record for a title, you are doubling or workload may extend to staff in Systems tripling your workload. Libraries which did not Departments and the selection issues will chose single-record cataloging for the duplicate impact on both Collection Development and physical formats of paper and microfiche have Reference. So, try to tag all the "players" at the some thinking to do. While we adhere to outset. single-record cataloging at Wichita State, it is not unusual for us to have more than one C. Standards: record for a title. For example: the CIA World Factbook. We select this in both paper and Regarding standards, perhaps you are a large CD-ROM, and the CD-ROM has its own library and will build on existing policies for record. So, when there is also a record for a your standards regarding cataloging of Internet title in CD-ROM format, there could be a resources. However, even what seems like a second or third record with an 856 to manage. simple question can lead to extensive discussion, or even become controversial. For At my institution, if there is more than one example, the survey posed this question: cataloging record for a title, I provide an additional record for the online title. The Are you using single or multiple record index makes it clear to the patron that there is cataloging for Internet resources? online access. And, my staff does not have to manage the URIVPURL in more than one Here are the responses: record. We do add the 530 note to the records for the physical formats stating: "Also available • 29 libraries say they are using single record online." cataloging - although some characterize this as "whatever GPO does" and a few of Because we do not use tape-loaded records, these added "so far!" we do not have to worry about the implications of overlaying records where the 856 field has • 1 2 responders left this blank. been amended by GPO. Since an overlay tags an OCLC number, there are workload • Only 2 indicated they have chosen the implications for libraries with more than one multiple record standard. record per title in their databases. 117 0 1999 Federal Depository Library Conference - Proceedings D. Organization of the workload: and the Principal Cataloger and I received permission to conduct a pilot project to The outcome to the workload planning at your determine the following: library will, of course, be determined largely by your available resources in staffing, other • To identify problems associated with project commitments, and your current culture. cataloging Internet resources. In my opinion, the push to manage Internet resources in a library catalog system has the • To develop and test a plan for selecting potential to blend departments in ways not Internet resources typical in traditional library workflows. For example, when asked in the survey: "Who is • To have Cataloging provide access to the responsible for cataloging Internet resources?" selected resources only 10% of responders said that it is handled in Government Documents. Forty percent • To determine costs for selection and stated that Cataloging is responsible. And, cataloging significantly, nearly 50% of answers show that this is I a combined departmental effort. think • To select a method of testing the links this movement across departmental lines is electronically healthy, in that there can be a flexibility introduced which can lead to higher • To explore maintenance issues productivity. The project was divided into phases over a six- Moving to the staffing resources in terms of FTE month period of time, with an initial reporting (or time) allotted to cataloging Internet phase halfway through and a final project resources, there is also quite a variance in analysis. It was an elaborate but rewarding commitment, according to survey responses. process. We were able to establish policies On the "haves" side, one library has 2 FTE and procedures for all our work with Internet handling this task, 1 .5 in Cataloging and .5 in resources, both in government documents and Documents. Five responses showed 1 FTE for other resources. We also chose a link- assigned to this project. On the flip side, there checking package (for us, it was InfoLink Link were also five libraries who answered "none." Checker 1 .9), which required some Far more typical is an assignment of 8 to 1 customization and ran this once. Our plan had hours weekly to this task. been to run the package weekly, but this did not happen. E. Consider Beginning with a Pilot Project: I stated earlier that we are now in a "wait and As I mention in the checklist, if you or your see" mode. Perhaps our situation is not administration are uncertain about the level of unusual. Here is what has happened in the resource commitment to this effort, start small. past year. You can then evaluate the time and talent required, as well as discover problems and 1 . The Computing Center withdrew support rewrite procedures. In Arlene's half of this for running the link checking package presentation, she described the commitment to weekly, due to other commitments. link checking at her institution. In contrast to Arlene's institution, my university is in a "wait 2. The Library Administration did not pressure and see" mode. I'll explain in minute. why a the Computing Center to cooperate. However, a year and a half ago, we were all ready to tackle the issue of Internet resources. 118 1999 Federal Depository Library Conference - Proceedings 3. The Library Dean retired and other effective manner, enhanced access to priorities took precedence. library and information resources for the Commonwealth of Virginia's 4. The add-on module providing Web academic libraries serving the higher interface to our library's online system education community." (WebPac), went down. As a NOTIS site, we had purchased WebPac in order to I gleaned this piece of information from provide hotlinks. looking over the online procedures shared with me in the survey, and, again, I commend them 5. The Vice President of Academic Affairs to you from our handout. arranged funding for a new library system, which resulted in RFPs and directed G. Prepare for change and be flexible: attention away from the ailing WebPac module. This statement could be the mantra of the electronic transition! Most of us who have 6. The Interim Library Administration did not been involved with managing organizational pressure the Computing Center to find the change are well aware of the need for problems with WebPac and now, seven preparation and flexibility, but it bears months later, WebPac hotlinks still do not repeating in any planning outline. function, or at least not every day. Step 3. Cataloging Considerations: 7. The focus now is on waiting for the new system, which will have a Web Interface A. What Will Be the Source of the Records? and we won't have to worry about WebPac. Tapeloads, Bibliographic Utility, Combination? 8. In addition, we now want to wait and see how the library database migrates to the What expectations do you have of your new system before we work in any vendor? intentional way on Internet resources. How will updates be received? Since we do not currently have tapeloaded government document records, we can Is there a concern for overlay of local survive this. And, the pilot project we information? conducted over a year ago will still provide us with useful insights for working with the What Are the Cataloging Issues for Us? new system. Will we accept records as received or F. Mission Statement: enhance them? To complete your planning, it would be useful Will we add fields or notes? to write a mission statement to articulate your vision. Such a statement should be simple and Are we concerned about any straightfoPA'ard. On the screen, you can see inconsistencies in GPO records? what the member libraries of VIVA, the Virtual Library of Virginia, wrote as their mission: Will we change or amend URL addresses if necessary? "VIVA'S mission is to provide, in an equitable, cooperative and cost 119 1999 Federal Depository Library Conference - Proceedings "Invalid links" As I said earlier, 80% of the libraries responding to the survey indicated they are "No mechanism yet to check for currently cataloging Internet resources. This changed URLs." probably means everything from vendor tapeloads of government document records to • Point of entry Issues careful scrutiny from professional catalogers. "PURL addresses used by GPO tend to However, there seem to me to be two primary be too broad and retrieve agency Web considerations with regard to cataloging: page rather than a specific item." "What will be the source of the records?" and "Editions" "What are the cataloging issues for us?" • Consistency of Records The survey asked "Whaf is the source of your Cataloging of Field 856 is inconsistent. records for government documents? Typing input errors in the 856 cause retrieval problems. Vendor tapeloads = 50% Bibliographic Utility = 30% Field 856 Data Elements: Another question I Both = 20% asked in the survey related to the 856 field was: "How have you managed your 856 fields More than half of the libraries responding use when a PURL was placed in the same field vendor tapeloads, with the overwhelming with a URL? Thirty-five libraries responded: majority using Marcive. The only other vendor mentioned was the OCLC tape service and the 24 are retaining both ratio was 35:2 - Marcive. The remainder of the 10 are manually changing the data libraries are using the bibliographic utility 1 has a created a program to amend the OCLC. However, more than half of the data libraries using vendor tapeloads also use OCLC, so there is cross-over activity. When manually changing the data: It is very important if you are using a vendor to Some libraries are moving the PURL to the determine what expectations you have of them first subfield u. and to be clear about the issues which can or cannot be controlled by a vendor. I received Some are deleting the URLs and retaining voluminous feedback to the question: "Do you only the PURLs, have issues with the 856 fields in tapeloaded records?" Many, many of these related as Some search Intercat for a PURL if one is much to the insufficiencies of library systems as not in the record. they did to vendor concerns. These issues are usually intertwined. I will share a few of these Some are deleting all the PURLs, and responses with you later when I talk about systems considerations. Some say they keep only one link and, as for which one: "it depends." Further cataloging-related concerns which produced many comments were "GPO There has been considerable debate recently as policies" and "GPO cataloging." Some of the to the placement of the URL, when replaced by comments batched are: the PURL. Since MARBI has now limited the of u's to one in each 856 field and number | • Maintenance Issues Tad Downing announced yesterday that GPO "Dead I inks" cataloging policy will adopt this as a standard. 120 1999 Federal Depository Library Conference - Proceedings the problem of display should be minimized in 856 fields for point of entry and content. Sixty the future; however, most of us have hundreds percent say they check sites for accuracy at the of records in our databases which have time they initially work on their records. multiple delimiter u's. For any amendment of these, we will either have to wait for record Is it a problem to you that clicking on an 856 updates or manage manually. Thirty-five field might take a patron to an agency home libraries responded to the question of where page rather than going directly to a specific the URL should be placed in a three-way tie title? Or, perhaps you prefer the more general between: subfield x (non-public note), subfield entry point for the patron. If the agency home z (public note), and other. Several prefer an page has a useful list of titles to choose from, additional 856 and several requested the 538 the patron could actually benefit from seeing field. GPO Cataloging has just announced that what else is published by them. Too, if the they are preparing to use the 530/538 fields for specific electronic address to the title is ever URLs replaced by PURLs. amended, or disappears, you will already be directing the patron to the broader list of Step 4. Collection Development choices, so there is a better chance of their not Considerations: being confused by disappearing resources. A. Will we evaluate the point of entry for a Another example: Perhaps you learn that a URL/PURL? URL which used to lead to the 1996 annual report of an agency is now the 1 997 report. B. How much evaluation will be required However, the URL has not changed. The and who will do this work? electronic address still has the 1996 included in it. There is no choice between 1996 or C. Will we accept URLs/PURLs as they 1997-the 1996 annual report is no longer appear in records, or actively seek out there. AND the 1996 report does not appear sites of value to our patrons? to be posted at the agency Web site anywhere. Evaluation: This happened to me last fall. Clearly, to this agency, Web space is Web space, no matter There are two issues I want to discuss which what the designation on the URL, or they fall into the category of "evaluation:" would have created a URL for their 1997 report with the 1997 in it. I e-mailed the agency to 1 . Site evaluation: Checking the URL for point inquire about the 1 996 report. Where was it? of entry and validity; and They responded that they had taken it down from the Web, but that it was still available for 2. Resource evaluation: What additional purchase in paper format. However, they said, Internet resources should we add to our 1996 is the last year for which the report will electronic collection? be published in a physical format. I then inquired as to whether they would leave 1 997 Even if you are used to obtaining records from up when they released the 1998 edition, a vendor and pretty much accept them without especially as 1 997 would no longer be amendment, questions of evaluation are bound archived anywhere if they took it off the Web. to come up sooner or later. They responded that they did not know yet. For example, will you evaluate the point of Now, these comments are not intended so entry for a URL or PURL? In the survey, over much to complain about the inconsistencies of 50% of responders say they are evaluating their agency protocols as they are meant to point to 121 1999 Federal Depository Library Conference - Proceedings the amount of time and thought one has to give Step 5. Library Catalog System to just one decision set when dealing with a Considerations hot-linked database record. The magic of electronic access has brought us additional • Display of Field 856 workload. At least books don't fly around the Study Your System's Display microfiche don't room to other shelves and Work With Programmers to Amend leap from drawer to drawer, although there are times I think they mate in the night and when • Or, Devise Working Strategies for Problems reproduce themselves! ("work-arounds") Staffing: • Potential for System Migration As a fourth example, your library may set a • Upgrades from System Vendors course of adding electronic resources outside your normal profile for physical items. Perhaps It is extremely important to study how your you are downsizing or perhaps you are taking system displays the 856 field, because some of advantage of the virtual library world to the potential problems associated with the 856 provide your patrons with added value. You are system vendor-related. Some of these will need to ask yourselves: Who will do this issues may be resolved by working closely with work? Going back to survey responses on the your programmer or systems staff. At Wichita question of "Who is responsible for evaluating State, where we currently have the NOTIS sites?", answers were varied and sometimes system, we have worked with our programmer point to a group effort. The most typical to pull the 856 into the short view of the patron answers are the "Government Documents record, because we know that typically a Librarian" or the "Cataloger" or the two patron does not even look at the long view. together. But, others are also assigned to this task: In other cases, you may have problems which will only be fixed by a new release for your Serials Librarian system. An example of this is the Innovative Subject Selectors (or, CD Liaison Librarians) system, which currently will only display to the Media Librarian public the first u in an 856 field. The majority | Reference and Cataloging Team of Innovative libraries which responded to my Selectors and Cataloger together survey indicated that they are manually moving Group Support Staff (Cataloger, the PURL to position it first, when the PURL Maintenance Department, Selectors) has been added after the URL was placed in a Students, and record. "All of us" In addition, there are several systems, including It is useful to note that twice as many libraries CARL, which do display multiple URLs from a are addressing evaluation of resources for single 856, but often run them together into a inclusion in the catalog with a team or single and totally unusable link. SIRSI has cooperative effort as those just assigning one been known to repeat identical 856 fields person to this task. Clearly, there are inter- when records are loaded. PALS cannot be set departmental ramifications to this decision- for overlay of individual fields. making. In the NOTIS patron display, we can designate the Location as "Internet" and instead of a Call Number, we can input "Electronic Resource." 122 1999 Federal Depository Library Conference - Proceedings However, we cannot amend the Status, which establishes accuracy as a priority. Primarily is "Check Shelf." Of course, this is not what those are: how will the records be kept up to we want to have our users do for an Internet date? Which link checking software will you resource, or they could report that the item choose, or do you have a system-generated must be missing from the shelf; but the software for this purpose? How often will you programming is not amendable for this run the link checker? What staff will be category. involved? What will you do with the data you collect? Will you have sufficient staff and time The good news, of course, is that eventually to complete this work periodically? some of our frustrations will be lessened either because our libraries will migrate systems to According to my survey, slightly more libraries one better designed for Web interface, or are NOT systematically checking URLs than because systems vendors will develop tools to are. There were 24 responders saying "Yes, help us manage display and link-checking they do." and 26 saying "no." There was also issues. one that stated "Yes. ..somewhat," which probably reflects what is true of many libraries: Step 6. Maintenance issues: they are doing their best to manage the problem, but on more of an ad hoc basis. • How important is absolutely accurate URL information in your catalog? Only three link checking packages were mentioned in the survey: LinkBot (the most • If accuracy is a priority, how will records popular), MomSpider, and "homegrown." be kept up to date? More libraries reported checking URLs manually than those who are using link • Will you systematically check URL/PURL checking software. Of those conducting the links for validity? checking on a regular basis, the favored timing is monthly, followed by quarterly. Some • How will you check links? System- reported checking only when problems are generated or link checking software? reported. Manually? Step 7. Policies and Reporting: • How often? • Develop written policies and procedures. • Who will do the work? • Report regularly to your staff and administration on your progress. • What will you do with the data you collect? • Take advantage of your system's reporting • Will you have staff and time to be especially for tracking the consistent? capabilities, 856 fields available in the catalog's records. Arlene has covered the technical aspects of link • Report broken links you discover to GPO. checking, so I will say just a few words about the management aspect of maintenance issues. Finally, the last step in your process: reporting. It is important that each institution decide at Do keep both your administration and your the outset just how important it is to have staff advised of problems and progress. As absolutely accurate URL information in their catalog. The Checklist handout suggests a most of you know from experience, written procedures are crucial in dealing with complex range of considerations if your library 123 1999 Federal Depository Library Conference - Proceedings technologies. And, finally, I will re-emphasize • Make it easier for us to report broken links Arlene's comments regarding reporting of and other problems. broken links toGPO. • Move rapidly to convert the old URLs to In Conclusion - What Do We Want from the PURLs. GPO? • Provide regular online reports listing PURLs Finally, my survey comments would not be assigned. complete without mentioning the information gathered as to what depository librarians want • Allow depository librarians to assist in from the GPO. There is much positive maintenance of links on the PURL sen^/er. feedback about PURLs. Librarians stated that they are "counting on them" and that they are Thank you very much for your presence here "essential" if we are not to duplicate work today listening to the issues involved with constantly and waste our resources of staff and embracing a new technology: PURLs. At this time. There is an appreciation that GPO time, Arlene and I would like to open up the determined to take responsibility for record session for questions and answers. problems by embracing the PURL technology. Librarians also shared their expectations of GPO at this point: 124 1999 Federal Depository Library Conference - Proceedings American FactFinder Barbara Aldrich Robert Clair Bureau of the Census Washington, DC American FactFinder Technical Information Data and Features Now Available • Developed for Use with Netscape or • Community Profiles Internet Explorer Version 3.0 or higher Data from the 1 990 Census • Java Script Enabled • Population and Housing Facts Quick Tables • Must Accept Cookies 1990 Census Data • Access Problems? [email protected] Detailed Tables 1990 Census Data Data and Features Now Available American Community Survey Data - Selected Areas • Related Data Product Information Additional Information about Products Data and Features Available Soon Accessed through American FactFinder • Industry Quick Reports • Maps 1997 Economic Census Data Reference Maps Released on a Flow Basis Beginning in Lower Level Geography Currently April 1999 Available for Dress Rehearsal Areas • Geography Quick Reports Thematic Maps Economic Data by Geographic Area Predefined Maps on Selected Topics Released on a Flow Basis Beginning in April 1999 Overview • 1990 Public Use Microdata Sample • The Software Previously Known as "DADS" Scheduled in June • for • Release 1 Became Publicly Available in More Detailed Geography Mapping mid-March 1999 Available on Flow Basis Through the Summer • Additional Data and Features will be Added • Building a Query Available for the Economic Census 125 1999 Federal Depository Library Conference - Proceedings Features Available Later • Custom Tabulation Capability Full Microdata File Post 1 999 • Downloading Capability for Large Files Part of the Census2000 Version of FactFinder • Our home page - www.census.gov 126 1999 Federal Depository Library Conference - Proceedings Reinvention Web Sites: Tools, Documents, and Services Patricia B. Wood National Partnership for Reinventing Government Wasiiington, DC Hello. It's a pleasure to be here. I come not Reinvention and Trust in Government only to share information with you, but also to find out what you and your depository library I think we all know that 30 or 35 years ago, customers would like to see from government people in this country mostly trusted Web sites. In fact, I would like for us to government to do the right thing most of the explore ways we can continue this discussion time. Polls in the early 60s showed more than after this session ends. 70 percent of the people believed that way. I value your mission of providing free public Much of that trust eroded as the years passed. access to Federal documents and your effort to Our government got so full of rules, so full of use the rapidly evolving Web technologies that procedures, that it was hard for one person, or are expanding the definition of "publish" and one small group of people to make any "publication." difference at all. Red tape didn't just strangle the American people, it hindered those of us Free people need free access to what on the inside just as much. government says and does. The Web is helping government provide not only By the early 90s, only about 20 percent of the information and services, but it is also helping American people believed that they could trust us reinvent government. their government to do the right thing, according to a Pew Foundation study "Information technology," Vice President Gore completed late in 1997. It revealed a slight said, "was and is the great enabler for upward trend in recent years in the number of reinvention. It allows us to rethink, in Americans who trust their government. Thirty- fundamental ways, how people work and how nine percent of the public basically trusts the we serve our customers." Federal Government to do the right thing, an 18-point gain since an all-time low of 21 Today's Topics percent in 1994. The figures have dipped just slightly since those figures were released in is This morning I will talk briefly about: early 1 998, but the general trend very encouraging. We believe reinvention had • Government-wide reinvention, something to do with this trend. • How we are using the Web and In March of 1993, President Clinton asked the Information Technology (IT) to get the job Vice President to lead what was then called the done, and National Performance Review, or NPR. We changed our name last year to the National • Enlisting you—depository librarians—as our Partnership for Reinventing Government, but partners in changing government forever. kept the acronym NPR. Sometimes we call 127 1999 Federal Depository Library Conference - Proceedings ourselves the OTHER NPR when people (EPA) now partner with business around confuse us with National Public Radio. mutual goals. Vice President Gore believed Federal • Reinvention has resulted in the smallest employees were good people trapped in a bad civilian workforce since JFK's system. He went to them first. He asked administration, with a reduction of 351,000 Federal workers how things could be better positions. Reductions occurred in 13 of 14 and they told him. Then he asked them to fix departments. (Justice increased crime things—to reinvent. And that's what many fighting.) Federal workers, with their partners in state and local government and the private sector, have • More than 1 ,200 Hammer Awards have been doing for the last-G years. been presented to teams of Federal workers and their partners in industry and state and Our vision today is America @ OurBest and local governments. This is the Vice our mission is to create a government that President's award to teams for using works better, costs less, and delivers results the reinvention principles to create a American people care about. government that works better. Accomplishments • About 340 reinvention labs are reengineering government processes and Reinventing Government is the longest-running using technology to unleash innovations and most successful government reform effort that excite customers and employees alike in U.S. history. Here are the major with more flexible internal systems and accomplishments: improved services to the public. " ' • Savings total $137 billion. • The Congress has passed and President Clinton has signed more than 80 laws so • Federal agencies have published more than far enacting NPR recommendations. 4,000 customer service standards for more than 570 organizations and programs. Of course, the American public doesn't much When We started, most Federal agencies distinguish where one level of government didn't think government had "customers." drops off and another kicks in. Since Now it isn't unusual to hear bureaucrats December, we have been working with state planning to "excite" or "thrill" their and local governments in Kansas City, Dallas- customers. Fort Worth, and Seattle to create hassle free communities. Now hassle-free communities • Agencies have eliminated more than are starting in the state of Minnesota 1 6,000 pages of regulations. (Partnership Minnesota is starting Hassle-Free Minnesota), in the Borough of Manhattan with • Federal employees are now writing rules the New York Federal Executive Board, and in and other public documents in plain Chattanooga, TN. language. In this tax season, in rural communities of • Regulatory agencies like the Occupational Kansas and Missouri, where few if any Federal Safety and Health Administration (OSHA), Government offices exist, the Internal Revenue the Food and Drug Administration (FDA), Service is using a bus to deliver hassle-free and the Environmental Protection Agency services to taxpayers. The bus has made its rounds every other week since mid January. 128 1999 Federal Depository Library Conference - Proceedings IRS also created a partnership with both states that it's almost a "daily report" of what's so that state income tax services are included. happening. Our shared success in reinventing government We overhauled our site last summer, asking a at every level matters very, very much. We focus group of Federal workers what they must press on to the ultimate goal for wanted and needed. They wanted news on the reinvention - to restore the trust of the home page. They wanted as many topics on American people in their government at every the home page as possible and wanted to see level. as many topics as possible without having to scroll. They told us to reduce the size of our A major culture change is undePA'ay in logo and other graphics. They said they didn't government, even though we still have a long want to hunt for information. We went from a way to go. Our aim is nothing less than to do menu of 10 topics on our previous home page things today that will change government to 41 in the new design. forever. NPR-sponsored Web sites have been a major Reinvention Sites reinvention tool since 1993 and some have been spun off. As examples: Let's look now at some of our reinvention Web sites. • FinanceNet If we substitute "Web site" for "government" in management worldwide. It has many NPR's mission, we've got a basic premise for features. For example, you can go to this government Web sites: site to find out what government - Federal, state, local or international - has for sale or Create a Web site that works better, costs less, auction. It's a lot-all manner of public and delivers results the American people care assets and surplus from real property and about. loans to planes, boats, cars, jewelry. FinanceNet is operated by the National Today, government agencies, like businesses, Science Foundation. realize that a Web site is a strategic resource. It can save an agency money by reducing calls • Acquisition Reform Net and postage, replacing hardcopy printing, and This is certainly true for NPR. For example, procurement professionals could discuss NPR's site is for reinventors and their partners, issues. This electronic tool played a big but we reach students, researchers, and the role in procurement reform. general public. We post all official reinvention documents, long or short, and much • Reinvention Lab/Waiver Clearinghouse reinvention news, including agency activities. Federal employees in Reinvention Labs NPR is a task force, not a government agency. sometimes need waivers to deviate from We are frugal. Our 40 or 50 staff members internal agency policies and procedures so represent Federal agencies, usually on loan for they can improve internal operations. This 3 months, 6 months, a year. We have not online database, hosted by the Alliance for published a hardcopy annual report since Redesigning Government, lets reinventors 1 997. We update our Web site frequently so share information and tools. 129 . 1999 Federal Depository Library Conference - Proceedings • Plain Language is another Gore This site provides Federal information that government-wide initiative that is being state and local government employees over implemented with the help of a one-stop the country need to do their jobs. site includes the President's Executive Order, • Over the last several months, NPR worked samples, tools, tips, and other aids for with Social Security and many agencies to Federal workers who are writing and re- create a one-stop site for seniors < www. writing government regulations and other seniors.gov >, announced in February. documents so people can understand them. • In January, NPR, the Department of Access America: Delivering^ Services Education and other agencies announced a Electronically demo in partnership with several colleges for a one-stop site for students < www. Many Federal Web sites are virtual storefronts students.gov > to open soon. of government services. It's where customers interact with government. As more and more That same month, NPR worked with the American households go online, more and United States Information Agency to convene more government sites don't just sit there-they the Vice President's Global Conference on do something. They deliver services. Reinventing Government. Its attendant Web site Center of Excellence in Information This vision includes working across agency Technology site • The Business Advisor NPR site, I was also working with a wonderful specific customer group. NPR developed it Board—GITSB— The magazine is the brainchild of Greg Woods • NPR worked with 1 7 agencies, including and Jim Flyzik. Greg is Chair of the GITS Housing and Urban Development, to open Board and a former Deputy Director of NPR. the US State and Local Gateway He is now the director of the first performance- 130 1999 Federal Depository Library Conference - Proceedings of Financial Assistance at the Department of • Change an address with the U.S. Postal Education. Jim is Vice Chair of the GITS Board Service. and Deputy Assistant Secretary for Information Systems and Chief Information Officer at • Manage industrial size waste disposal. Treasury. • Apply for Peace Corps. GITS Board members champion the 18 recommendations in Vice President's Access • Download and print hundreds of forms- America report. Until last summer, champions including tax forms, something many wrote periodic online reports on the status of Americans will probably have to do each recommendation, such as using IT to tonight. improve the government's access to services and to establish the Intergovernmental Wireless We also have stories about the environment, Public Safety Network. The reports were fairly geography, space technology, international standard government reports, that—how shall I trade, public safety, criminal justice, passports, say it?—made less than compelling reading. business services, medicine, health care, and That is, if anybody even knew about the more. reports. For example, one story describes the National Greg and Jim thought the American people Library of Medicine's partnership with 39 needed to know about these electronic public library organizations with more than sePk'ices-not from reports, but from easy-to- 200 locations in nine states (Alabama, Georgia, read, illustrated stories on the Web. Maryland, New York, Pennsylvania, South Carolina, Tennessee, Texas and Virginia) and I am thrilled to be editor of Access America the District of Columbia. These libraries are Online Magazine. Our interagency team taking part in a pilot project to let people learn opened it as a prototype last October and the how to get health information on the Internet. Vice President announced it by press release The project features an easy-to-understand on March 9. We've organized the magazine Web site called MEDLINEplus. site around the 18 topics in the Access America report. We publish a new issue every Monday Let's Partner and we have more than 100 stories about electronic government at the Federal, state, and I invite you to support reinventing government local level. These stories tell Americans how and to help the public know about reinvention they can go online to: and the services that agencies are making available online. • Find a lost pension. 1 can give you examples right now. Last week, • Identify workplace hazards. the hassle-free community team in Dallas-Fort Worth talked with Housing and Urban • Compare nursing homes nationwide. Development (HUD) about expanding their new kiosks to libraries in that area. HUD's • Apply for student aid. new electronic kiosks - located in Federal buildings, shopping malls, libraries, • Start and build a woman-owned business. transportation centers, city halls, grocery stores and other public places around the country- • Find out about and apply for government allow citizens access to basic HUD jobs. information, 24 hours a day, 7 days a week. 131 . 1999 Federal Depository Library Conference - Proceedings much the way they would use an ATM at the sponsors for downlink sites. For more bank. information, visit Dallas-Fort Worth is also ready to ask their Also, the Department of Labor invites libraries local libraries to let their customers know to play a role in its "Career Kit" and "virtual about an adoption Web site. I understand they one stops" with career counseling, job referral also have adoption kiosks they would like to and placement through the Web. I can get you have in libraries. The hassle-free coordinator a contact, or you can start with the DOL site at told me they would love to get the support of < www.dol.gov> the Depository Library Association—or all library organizations. I "can put you in touch Likewise, I need story ideas or stories about with these reinventors. using information technology to reinvent government at any level. And, if you have We also need reinvention partners who can Web sites, I urge you to link to Access America host satellite downlink sites or can access a Online Magazine. cybercast. Last January, Vice President Al Gore moderated a televised satellite summit with I invite your comments, suggestions, questions, national business, labor, education, and involvement today and in the future. government and local community leaders on "21st Century Skills for 21st Century Jobs." We Thank you for having me here today. had some libraries participating and we would like to get more involved in future broadcasts Send your reinvention and information and community meetings on this and other technology stories to Pat Wood at topics. < [email protected] > or call (202) 694-0063. For example, the 8th Annual Family Reunion National Partnership for Reinventing Satellite Conference moderated by Vice Government President and Mrs. Gore will be June 21 and www.npr.gov 22. This annual event features discussions around the country on issues affecting families Access America Online Magazine and communities. Conference planners invite www.accessamerica.gov 132 1999 Federal Depository Library Conference - Proceedings 0*NET: Keeping Pace with Today's Changing Workplace Donna Dye U.S. Department of Labor Washington, DC What Is O* NET? • Efficiency experts • Managers 0*NET, the Occupational Information • Industry analysts Network, is an easy-to-use database that runs • Rehabilitation counselors on a Windows-based personal computer. It • Workforce researchers contains comprehensive information on job • Career counselors competencies. requirements and worker • Displaced workers 0*NET replaces the Dictionary of • Program directors Occupational Titles and offers a more dynamic • Software developers framework for exploring the world of work. • People seeking new jobs, better jobs or first With 0*NET, employers of all sizes and across jobs all fields have a powerful means for accessing critical information that impacts their What Others Have Said bottom-line every day. • 0*NET will give schools and training 0*NET Data organizations the information they need to prepare workers to succeed in our industry. 0*NET currently contains information Deborah Masten, J.C. Penney developed job analysts using the 0*NET by Company skill-based structure. Future data will come directly from workers and employers • 0*NET is the best thing that has come themselves, describing the work they do, the around in the last 50 years, and will skills they need, and the knowledge they use probably be the easiest thing to keep on the job. up-to-date, and add new skills. Kenneth Edwards, International Expert researchers will collect and classify this Brotherhood of Electrical Workers empirical information to guarantee that 0*NET data is accurate, current, consistent, and 0*NET is a Collaborative Effort comprehensive. 0*NET is a collaborative effort, joining the Who Uses O* NET? public and private sector interests. Input at all levels and from all sectors is needed and • Human Resources personnel actively encouraged. • Students exploring career options • Business forecasters • People changing jobs • Organizational consultants • Training facilitators 133 1999 Federal Depository Library Conference - Proceedings For More Information Contact: 0*NET Project U.S. Department of Labor ETA/Office of Policy and Research 200 Constitution Avenue, NW, Room N5636 Washington, DC 20210 Telephone: 202/219-7161 Fax: (202) 219-9186 E-mail: O* [email protected] http://www.doleta.gov/programs/onet/ 134 1999 Federal Depository Library Conference - Proceedings The National Park Service Library Program David Nathanson National Park Service Harpers Ferry, WV The aim of this session is to provide you with • Steering Committee (LAC-SC) - NPS library some basic information about the library managers program of the NPS. I'm going to talk about what it is, what some of our problems are, and • Members combine resources to maximize what we are doing about it. I'm also going to professional service to field staff and the talk about some of the collections and public and to ensure access to N PS-related bibliography programs that we maintain. information The Components The NPS Library Advisory Council is made up of librarians and library users, as well as • The NPS Library Program office information managers from other NPS program areas, including archives management, records • NPS Library Advisory Council (LAC) and management, etc. The planning and policy the LAC Steering Commettee development for libraries is carried on by a subset of the LAC which we refer to as the • NPS Library System Steering Committee, which is made up of the few professional librarians in the NPS, chaired The NPS library program is made up of a by the coordinator. program coordinator, an advisory council and the NPS library system itself. The program Members of the Steering Committee combine coordinator works for our Information and resources to maximize professional service to Telecommunications Center in Washington - field staff and the public and to ensure access the computer folks. Amalin Ferguson is the to NPS-related information. We do that by coordinator and she is duty-stationed in San listening to the non-librarians of the Advisory Francisco. The last slide in this presentation Council and other users, to librarians outside provides her name, phone number, and her e- the NPS and to each other, and by mail address. collaborating with other information specialists to link datasets and develop coordinated The Library Program's plans and activities are information management policies. We described in an article written by Amalin develop cooperative programs that are Ferguson in CRM magazine (vol.21 :6, Summer designed to stretch the existing library expertise non-librarian 1998) which is available on the WWW at: in NPS so that the many -6- libraries benefit. < http://tps.cr.nps.gOv/crm/archive/2 1 -6/2 1 caretakers of NPS can 11.pdf>. The NPS Library System NPS Library Advisory Council and Steering Committee • Park libraries • NPS Library Advisory Council (LAC) - • NPS Technical Information Center includes non-librarians 135 1999 Federal Depository Library Conference - Proceedings • Center and Support Office libraries libraries in some of the older parks like Yellowstone, Grand Canyon and Yosemite. • HFC, DSC, WACC, CCSO, etc. The size goes down to a few hundred volumes in many of the parks. Two things are usually • Servicewide Bibliography Programs true: first, the park libraries, especially in the (CRBIB, NRBIB) the older parks, very often constitute the best collections that exist on the subject of the park. if researcher to write The NPS Library System is made up of the park For example, a wants libraries, central and support offices like my about the history of Yellowstone, he/she really library - Harpers Ferry Center (HFC), Denver needs to visit that park's library and archives. Service Center (DSC), the Western Second, some of the park libraries - again Archeological and Conservation Center in especially in the older parks, very often have Tucson (WACC) and our network of support unpublished and sometimes unique items in offices, some of which are staffed with their collections. The park libraries are a professional librarians and try to support the significant resource for NPS staff, researchers, park libraries in their region, like the Columbia educators, and the public. Cascade Support Office in Seattle (CCSO) and the Southwest Support Office in Santa Fe. The Planning Issues system also includes the Technical Information Center at DSC and the various servicewide • Most NPS libraries are managed by bibliography programs. I'll discuss all of these nonlibrarians on a collateral duty basis in a moment. • Individual library budgets are minimal The NPS Libraries • Majority of materials not cataloged to • Almost 400 NPS libraries facilitate access and sharing • Average size of a park library collection is The biggest problem we have is the shortage of about 3000 volumes professional librarians, or even full-time library caretakers. Most of our libraries are managed • Wide range of nonbook formats by nonlibrarians on a collateral duty basis. There are also few parks that have an adequate • Many unpublished and unique items budget for the library. We have a system of private, cooperating associations that operate • Comprehensive, narrowly focused the bookstores in park areas. They are very collections supportive of the library function in the parks, providing money for books, and sometimes - as • A significant resource for NPS staff, in the case of Yellowstone - library staff. researchers, educators, and public It has only been in the last few years that a As this slide shows, there are almost 400 concerted effort has been made to catalog park libraries in the NPS. Keep in mind that there libraries in any standard library system. Park are almost 380 areas in the National Park libraries are classified, if at all, in LC, Dewey or System and every area has some sort of library some home-grown system. for the use of its staff or outside researchers. Some of these libraries are fairly large, like the 40-50,000 volumes at Morristown NHP in New Jersey, or the several thousand volume 136 1999 Federal Depository Library Conference - Proceedings Impacts on Information Seekers We are establishing standards - like the use of the LC classification system (although we • Loss of materials due to inadequate continue to support Dewey at parks that use it), accountability controls a standard bibliographic software for use in our libraries, the use of MARC records in our • Retrieval is confined to local site and is centralized systems, etc. generally inefficient We are looking at Library Services and • Sharing of information across Technology Act (LSTA) funding. It is being in Colorado to catalog park libraries organizations, applications and formats is used some severely hindered in that state. are funding the of So what does all this mean, for us, and for We servicewide use ProCite researchers who need to use our resources? software for libraries to manage their collections. We are also funding BookWhere, We lose materials because we don't have a Z39.50 client, that parks can use to acquire adequate accountability controls. MARC format copy-cataloging from all the library catalogs available on the WWW so that can feed our union catalog-l'll talk Retrieval of information from the collections is we about that in a confined to the local site and is generally moment. inefficient in areas without full-time library managers. We have developed a program that will print out spine labels from ProCite records for use in Because of lack of bibliographic standards, the parks. sharing of information across organizations, are also concerned with bibliographic applications and formats is severely hindered. We control of NPS-produced publications and reports through our Technical Information What we are doing about it Center and our bibliography programs. I will talk those in a also. • Policies and standards about moment, Components of the NPS Union Library • Outside partners and funding - LSTA Catalog • Software - ProCite / BookWhere • Catalog records from all NPS libraries, NPS Manuscript Collections, NPS publications • Site licenses for Web-based reference services (e.g., FirstSearch) • NPS Technical Information Center (TIC) records • NPS Union Library Catalog - Voyager/ WebVoyage • NPS Servicewide Bibliography records • ParkNet Library Link In many ways, the centerpiece of our efforts is the NPS Union Library Catalog which we are • Preservation and access for NPS-produced in the process of assembling. documents The catalog will ultimately include records from every one of the almost 400 NPS libraries. 137 J 999 Federal Depository Library Conference - Proceedings Of course this will take time to accomplish for to find out what other resources exist on a reasons I have already given. But we have particular subject in NPS areas. started by putting several of the large library We will also be able to search within a single collections into our Voyager database. We park only, e.g., HFC Library. have almost 150,000 records in it now. We will also be able to search by specific Voyager, a product of Endeavor Information formats which are of interest to us (if they have Systems, as some of you may know, was been catalogued that way). recently selected by the Library of Congress to manage all their vast collections. Just to give Finally, we hope to integrate Servicewide you a comparison of the scope of our interlibrary loan into the Voyager system. respective projects, the Tmplementation team for LC includes 300 names - we have three ParkNet Library Link: the NPS Library people on ours - including me. Program Web site Voyager has a Web search capability which • Library management guidelines, policies, they call WebVoyage. Our implementation of procedures and other user aids for NPS staff it is up and running (on the NPS intranet), but not yet publicized to the rest of the NPS. It • Access to WebVoyage and other library works very well and we are happy with it so catalogs far. It offers "easy" and "expert" search levels, it supports "hot" links from records to digital • Government Information Locator Service are told, it resources described and, we (GILS) - NPS, DOI and others supports simultaneous searching of multiple library catalogs on the Internet from our • General reference services, literature search Voyager front end. services (non-NPS databases) Products of the NPS Union Library Catalog • Document delivery services, and ILL • Research / retrieval • Thematic "pathfinders" • "ThemeCats" (e.g.. Civil War) Our Web site is under development. It will be available, at least at first, only to the NPS • Location subsets (e.g., YOSE) domain. It will serve as an up-to-date source of library information and guidance, as well as a • Format subsets (oral history, trade portal to our union catalog, FirstSearch and literature, etc.) other online services. It will also house a directory of NPS libraries and contacts. • Interlibrary Loan In fact, our aim is that our Web site will The products and some of the benefits we hope become a gateway to all N PS-generated and to derive from the union catalog include more NPS-related research. We will do this via links than just better access to the NPS library to other sites, as well as a GILS-type database. collections. There are themes that are of great interest to groups of park areas, e.g.. Civil War, The target date for unveiling the Web page and African-American history, biodiversity, etc. NPS access to WebVoyage is this week- Our union catalog will allow park researchers National Library Week. 138 1999 Federal Depository Library Conference - Proceedings Special Collections and Bibliography > E-mail: [email protected] Programs You have a handout from HFC Library which • Park collections describes these collections. • National Park Service Historical Collections I do want to point out that our huge photographic resource is the best collection • Cultural Resources Bibliography anywhere on the National Park system before 1980. • Natural Resources Bibliography Cultural Resources Bibliography • NPS Technical Information Center • Over 1 2,000 reports Let's talk a bit about some of the collections • Archeology, architecture, history, and bibliography programs in the NPS. ethnography, cultural landscapes, etc. I have already mentioned the significance of • Reports at parks, some of the larger park library collections. I'll HFC, WASO, regions just mention two more: • NTIS and Chadwyck-Healey Morristown National Historical Park in New Jersey has one of the finest collections of 1 8th • ProCite database century Colonial and Revolutionary war materials in existence. (I love to describe their The CRBIB is an inventory of over 1 2,000 collections because they are so interesting. reports on park cultural resources. It was The main collection was the gift of a rare book developed in the early 1970s and initially collector. In addition to Revolutionary War era included reports that were in the Washington books, pamphlets and manuscripts, they have office headquarters (WASO) repository. It was such things as a 1494 copy of the Nuremburg later expanded to include reports at the parks Chronicle, some of George Washington's and regional offices. The original WASO Mount Vernon account books and personal repository is now located at HFC and includes library, and a notebook containing documents about 7,000 of the reports. Parks, regions and signed by every king and queen of England the Park Historic Architecture Division, WASO since Henry II.) account for the remaining 5,000. San Francisco Maritime National Historical Some of the reports are available through NTIS. Park has a large library and historic documents In 1985 a commercial firm, Chadwyck-Healey, collection which covers U.S. maritime history in agreement with NPS, placed the reports of both coasts. available at that time on microfiche and copies were made available to each park and region at NPS Historical Collections no cost. The company still markets the microfiche. • Located at Harpers Ferry Center • NPS History Collection The database, which is maintained in ProCite • NPS Historic Graphics Collection by the Park Historic Architecture Division, is > Thomas DuRant, Photoarchivist, NPS available for search on the NPS intranet on Historic Graphics Collection Reference Web Poster, a Web front-end for > Phone: (304) 535-6707 ProCite software. 139 . 1999 Federal Depository Library Conference - Proceedings Natural Resources Bibliography TIC Collections • NRBIB • 700,000 drawings and maps • 85,000 technical reports • Natural resources information on NPS areas • 2,000 aerial photographs • 300,000 photographs & slides • Searchable on the Web • videos • No repository - materials are at the parks The important thing to remember about the TIC is the breadth and depth of the collection. • More information: ^ www.nature.nps.gov/nrbib/ I mentioned the CRBIB and the Chadwyck- Healey microfiche. Keep in mind that all of You have a one-page handout on the NRBIB. the drawings and reports in TIC have been Resource management staff in NPS identified microfilmed. The drawings and maps are bibliographies as a high priority. stored on 35mm chips on aperture cards which are the old IBM cards with windows that hold The need exists because this information is pieces of microfilm. The reports are on scattered, difficult to find, easily lost, and often microfiche. not available anywhere else except at the parks are impressive. where a lot of it was generated. The numbers The reports include cultural reports, like those in the Unlike the CRBIB, there is no repository. The CRBIB, some natural reports, like those in the reports and other materials are all located at NRBIB, management reports, like master plans, the parks or regional offices. general management plans, etc., and infra- structure reports, like bridge inspections, etc. There is a Web site available to the public The overwhelming majority of the reports are which provides more information and also NPS-produced. The TIC also provides copies allows you to search the bibliography. of these products for a very reasonable cost. NPS Technical Information Center I should also mention that the HFC Library, which holds the CRBIB repository, also has of the reports, • The Technical Information Center (TIC) is microfiche copies 80,000 TIC the central repository for planning, design, and also has its own circulating collection of and construction documents for the about 6,000 NPS reports. National Park Service A lot of overlap among all these collections of reports is inevitable, but there are still • More information: www.nps.gov/dsc/tic many reports unique to one collection or another. You also have a handout on the TIC which The Amoeba Project gives you the salient facts about its history. Internet access to TIC Database That handout is also reproduced at: < www.nps.gov/dsc/tic/tichist.html > Listings of drawings, reports, etc. Image enhanced for browsing Download files for easy printing Online ordering Electronic submittal of new files 140 1999 Federal Depository Library Conference - Proceedings The Amoeba project is the TIC's method of Contacts bringing its collections to the NPS and the public over the Web. As of right now, it is Here are some names that you can contact for only available to the NPS domain, but plans more information. include placing it as a link on the NPS public Web site. • Program Coordinator - Amalin Ferguson Phone: (415) 556-0238 ''Dead" Libraries of the NPS E-mail: [email protected] • Recreated and restored libraries • NPS Historical Collections, etc. - David Nathanson • Some examples Phone: (304) 535-6262 > Frederick Douglass NHS E-mail: [email protected] > Carl Sandburg NHS > Eisenhower NHS • TIC - Jannette Wesley > Edison NHS Phone: (303) 969-2130 E-mail: [email protected] Before I leave you, I want to tell you about an of library is interesting category which • NRBIB - Marilyn Ostergren widespread in the National Park System: what I Phone: (206) 220-4153 refer to, tongue in cheek, as the "dead" library. E-mai I : mari [email protected] As you know, a library is like a living organism - it grows and gives off waste. When it stops Also: doing these things, it dies, it gets frozen in significant examples of time. There are several • Thomas DuRant, Photoarchivist, NPS "dead" libraries in the National Park System. Historic Graphics Collection restored They are found in historically Phone: (304) 535-6707 structures - like Carl Sandburg's home in North E-mail: [email protected] Carolina, President Eisenhower's home in Gettysburg, Frederick Douglass' home in Washington, Thomas Edison's labs in New Jersey. These are libraries that these people actually used, but that are now museum pieces. I would be remiss if I didn't put in a plug for these sites and encourage you all to visit these parks and the over 375 other areas in the National Park System. 141 . 1999 Federal Depository Library Conference - Proceedings Disaster Planning for Libraries: Lessons from California State University, Nortliridge Mary M. Finley California State University, Nortliridge Northridge, CA In Northridge we learned that a university with about cooperating libraries were prepared and facilities for over 25,000 students can be distributed to students. A shuttle bus service changed in less than thirty seconds into a was provided between our campus and UCLA, university with no usable buildings, no the nearest large university. Our reference electrical power, no water, and no telephone librarians worked at other libraries to help service. California State University, Northridge lighten the workload created there by the (CSUN) is about a mile from the epicenter of influx of additional users. A toll-free telephone the Northridge Earthquake of January 17, 1994 number was set up for database access; Lexis- and the damage total for the campus stands at Nexis, CARL Uncover, and FirstSearch were over 400 million dollars. The earthquake available to all CSUN students and faculty who happened at 4:31 a.m. on a holiday during had computers. semester break, so only a few people were in university buildings during the quake. Operating out of a trailer, our library became a Fortunately, no one was seriously injured on test site for document delivery. They built two campus. All of the buildings on campus were dome structures and renovated an old damaged, some beyond repair. fairgrounds exhibition building as temporary library space. These opened four months after When the extent of the damage caused at the the quake. Some of our employees and university was clear, a decision was made to collections have endured being in temporary establish alternative classrooms and offices facilities for over five years. using hundreds of temporary structures located on lawns, athletic fields, and parking lots. What happened to government documents Classes began four weeks after the quake, just while this larger drama unfolded? For several two weeks later than originally planned. months documents shipments were processed at staff members' homes. We were not The Delmar T. Oviatt Library was closed for allowed into our offices in the library to almost eight months due to structural damage. retrieve what we needed until two months after Images that illustrate earthquake damage to the the quake. Oviatt Library are available on the internet at < http://library.csun.edu/mfinley/quake.html > Fortunately, a department chair was able to Two wings of the library building were salvage one vital notebook for us when she eventually torn down and are still being was in the building as part of a damage rebuilt. evaluation team. The Government Printing Office sent us a copy of our selection profile How did we provide library services without and other paperwork. We bought some our library building or access to our collection? essential supplies and coped as best we could. During the spring 1 994 semester, our students We had to do things like walking to a specific used other libraries. Instructional packets place each morning and waiting for up to an 142 1999 Federal Depository Library Conference - Proceedings hour for the UPS truck to appear so that we course, almost all of the books fell off the could receive our packages. Then we'd go to a shelves and offices were a mess. There was different location to get our mail and yet damage to the roof and windows where the another place to get packages from other wings and core building met, but that had been shippers. This, of course, was after we figured expected. out where the packages were being delivered and that we needed to be there when they The engineers thought at first that the wings, as arrived if we wanted to keep them out of planned, had escaped serious damage. Several storage. weeks later they discovered that the 4-story high girders in the wings were no longer Our Government Documents unit got fastened to their respective foundations; most computers and temporary office space in May of the four-inch thick steel base plates had 1 994, four months after the earthquake. At the cracked where the girders fastened into the end of August, the documents unit moved back foundation. After three years of figuring out into the Oviatt Library. We spent another very how to fix the wings, at the point when difficult year as we coped with a variety of contractors were preparing to bid on the problems and backlogs. Recovery from the repairs, the slope of the floors was checked scale of disaster we experienced requires years again. The engineers discovered that the slope of work, but planning in advance of a disaster of the floors was increasing and the unstable can improve recovery. wings might collapse. So, add another year to our recovery for demolition of the wings and a Examples of disaster planning done before the couple more years for design and construction quake of new wings. We hope to move into them by the end of 1999. While this experience can be The most expensive planning done by our summed up as "the engineers were wrong," library before the quake involved building nonetheless the attempt to have an earthquake construction and shelving. The Oviatt Library resistant library building was an appropriate has three parts: the large original core building action for the library to have undertaken in built in the 1 970's, and two wings that add advance. another 90,000 square feet and a storage facility. The wings were built in the early Another thing done ahead of time was to 1 990's, one wing on the east side and the other reinforce and brace library shelving to meet the on the west. The Oviatt wings were latest shelving standards. This was expensive deliberately constructed in a different manner and inconvenient, but we did it anyway. Why than the core to be more earthquake resistant did we worry about making the wings more (steel frame versus reinforced concrete). quake resistant and bracing shelving? The answer is the San Fernando Earthquake of Unfortunately, this did not turn out as planned. 1971, whose epicenter was about twenty-five Instead, the Northridge Earthquake gave the miles from our campus. Our shelving in an engineers an education about steel frame earlier library building had been damaged by buildings. The older core had damage which that quake. This time the shelving survived the engineers expected because of the code quake intact. This saved money and time in standards in effect at the time it was our recovery. Approximately 600,000 volumes constructed. This included structural damage had fallen off the shelves, but we had shelves to concrete, damage to drywall, and damage to to place books on when they were picked up nonstructural elements like ceiling tiles. A off the floor. table collapsed in the Reference Room. Some asbestos contamination occurred. Plus, of 143 1999 Federal Depository Library Conference - Proceedings We also had what we call our "earthquake had some piggyback microfilm cabinets to use book", a record of what call numbers should floor space more efficiently. Almost all of be shelved where, section by section, in our these piggyback cabinets became airborne main collection. This represented another during the earthquake, despite having been lesson learned from the earlier San Fernando purchased to fit the cabinets that they were Earthquake and greatly simplified the task of mounted on and having been bolted to both getting books back on the shelves with the wall and the base cabinets. In addition, the minimal shifts required as they were shelved. self-locking mechanism failed on many microfiche cabinets designed to allow only one We knew about the potential of water damage drawer to open at a time, thereby permitting all and acted to limit its effect. We had rain the drawers to come open. Cabinets with damage from roof leaks after the quake. Damp drawer latches also came open, but each latch books were packed and sent for freeze drying. had to fail separately. One of our library's most unique features is the Think about the space between rows of Automated Storage and Retrieval System cabinets when you plan microform areas. (ASRS). Located in the basement of the east Before the quake, the aisles in our Microform wing, the ASRS is designed to store low-use Room were more than wide enough for volumes and provide access to them through wheelchair access when cabinet drawers on robotic warehousing technology linked to the both sides were open. However, after the library's online catalog. The storage facility cabinets moved during the quake and the survived the quake undamaged, so when the drawers opened, there was little room left east wing was demolished, it was taken down between the rows of cabinets for people. to the ASRS level and is being rebuilt over the Anyone caught between the rows of cabinets ASRS. During this process we have had water or in the way of the airborne piggyback damage in the ASRS because the fail-safe cabinets at the time of the quake could have temporary roofing system failed. We are been killed or very seriously injured. It is clear currently checking 500,000 volumes in the that libraries need to find ways to make ASRS for water damage and mold. Ironically, microform areas safer during earthquakes. more books have been destroyed by the water damage during reconstruction than by the There are three additional suggestions relevant earthquake. After the quake some 1 5,000- to disaster planning that I want to discuss. Lists 20,000 books had to be rebound, but only a of examples and actions for each of these small number were damaged beyond repair. points are included. What should be learned from our library's First, remember that stuff is just stuff—and I say experience? that with a full understanding that libraries collect and protect stuff and act like stuff is Disaster planning and hazard mitigation can important. But stuff is still just stuff. Plan first reduce damage and help a library recover more for the safety of people. Practice evacuation quickly. However, there is always more to techniques until they are habits. Learn to learn. During the Northridge Earthquake, practice hazard mitigation as a way of life. microform cabinets moved, fell over, and opened despite self-locking drawers. Out of Actions: 148 microform cabinets, fewer than ten escaped without damage. Approximately half • Have your building evaluated by a of the cabinets (70) had to be replaced due to structural engineer, get recommendations damage which rendered them unusable. We of what should be strengthened or changed 144 1999 Federal Depository Library Conference - Proceedings to bring the building up to or beyond Develop a disaster plan to deal with current code requirements, then find the catastrophic damage as well as smaller-scale money, and make those changes. emergencies. We had done some planning in advance, but we did not have a comprehensive • If your library has lead paint or asbestos disaster plan. We had not planned for the containing materials, abate them. If they possibility of losing the library building and the are present in your library at the time of a entire collection. We should have. disaster and are exposed, they will be a health risk to all and you could lose your Our experience certainly makes it clear that collection due to contamination. you should keep copies of key documentation up to date and store at least one copy off site. • Read the books that tell you how to make Until the Northridge Earthquake, even the your workplace safer through hazard scientists did not know that we were sitting mitigation and follow the suggestions right on top of a thrust fault that could cause a given. Shelving should be properly bolted 6.7 magnitude earthquake, but unexpected and and reinforced. Bolt high furniture and unwelcome are hallmarks of the events we call cabinets in place with L-brackets. Keep disasters. Examples of key documentation aisles and space under tables clear. Secure include: lighting fixtures and suspended ceilings. • Library's disaster plan • Change procedures to incorporate safety, i.e. the purchase order for a new cabinet • Salvage priorities for your office should also generate a work order to bolt the cabinet to the wall when it • An "earthquake book" that records the is delivered. library's stack arrangement (what files where) for all collections, including • Each employee should be prepared for an microform emergency. Have emergency supplies readily available: flashlights, hard hats, • Accurate floor plans work gloves, safety gloves, dust masks, packaged water, first aid kits. • Lists of key equipment and vendor addresses • Practice evacuating your building. Afterwards, talk about what you can • A list of professional movers and freeze- improve. Such details may include having drying firms portable automatic lights in all offices (the kind that plug in and turn on automatically • Phone numbers of other libraries, when the power goes off, at which time professional associations, and the they can be removed and function as a Government Printing Office contacts for flashlight). Wearing a hard hat that says depository libraries "Emergency Team" conveys visual authority to convince the unwilling or • Lists of employees and contact information frightened to follow your instructions. for them Carry a pencil and paper so that you can write down information for emergency • Library statistics to provide data for insurers personnel such as the location of people or agencies such as FEMA injured or trapped by debris. 145 1999 Federal Depository Library Conference - Proceedings • Vital computer data files and • Where will library employees work if the documentation on what computer building is damaged? configuration and programs are necessary to run the files • What equipment and supplies will be necessary for the library to function and • Account numbers, passwords, and similar where can they be obtained? practical details • If the library building is unusable, where Plan for service continuity and recovery just as will incoming subscriptions and items the commercial world plans for business ordered before the disaster be processed continuity after a disaster. A number of points and housed? How much space is needed that should be considered are listed below. for this? • How can effective library work teams be • Where could the collection be moved if the set up to make decisions and communicate library building has structural damage? information? • What parts of the collection are most vital • How will the library quickly obtain the to save or have accessible to users? services of structural engineers or other experts to assess the physical safety of the • What information must employees have to building so library workers can reenter the do their jobs? How and where is such building if the building is safe to occupy? information backed up outside of the Does the library need advance contingency library to ensure its availability after a contracts with various experts? disaster? • Where will the money to do whatever is • How will computer functions be restored, necessary come from and how long will it including both Internet access as well as take to get the funds? library catalog needs? • Does the library have insurance that covers • If you have to institute a salvage operation the disaster? Will the library rely on the for water-damaged books in a building Federal Emergency Management without electricity or running water, how Administration for part of the funds will you provide boxes and other salvage needed? materials for the books and emergency lighting, drinking water, food, toilet • What kind of documentation of the facilities, and gloves for the workers? disaster's effects and the cost of repairs/replacement will be necessary • If the cooperation of other libraries will be before the mess can be cleaned up? How required while the damaged library will the library provide this documentation? recovers, either to provide staffing or to (At California State University, Northridge, allow access to their collections, are mutual damage to buildings was videotaped at aid agreements in place before a disaster least twice, with engineering and occurs? construction experts present to accurately describe the damage; once before heavy • Is there sufficient staff to do the actions debris was cleaned up and again afterwards necessary for the recovery as well as to to document damage that had been continue the library's regular functions? concealed by debris.) 146 1999 Federal Depository Library Conference - Proceedings Where will additional workers be obtained of Conservation, Division of Mines and and who will pay for them? Geology, 1995. • If the use of volunteers is planned, have CLA Earthquake Relief Grant Ad Hoc appropriate legal waivers and written Committee. Earthquake Preparedness Manual training materials been developed to use for California Libraries. Sacramento, CA: with community volunteers? California Library Association, 1990. • How can you help maintain staff morale in Fierro, Eduardo A. Reducing the Risks of the midst of turmoil and disgusting Nonstructural Earthquake Damage: A Practical conditions? Guide. 3'''ed. Washington, DC: Federal Emergency Management Administration, 1994. Please understand that a disaster can happen to your library and that the time it chooses to Fortson, Judith. Disaster Planning and happen could be in the next minute. An Recovery: A How to Do It Manual for earthquake, hurricane, tornado, flood, fire, or Librarians and Archivists. New York: Neal- explosion will not ask for your permission in Schuman Publishers, 1992. advance. But you can choose to be well prepared. Think about what would make your Hirschfeld, Susan Ellen and Lundholm, Gail. library a safer place to be during a disaster. "Response and Recovery: The Lessons Learned Think about what you can do to make it easier at California State University, Northridge." In for your library to recover from a disaster. Proceedings of the Third U.S.-japan Conference on Corporate Earthquake Many of the things you need to do in disaster Programs: November 5-7, 1996, College of planning are small steps, easily done by library Engineering, San Jose State University, San employees if they are willing to change Jose, California, edited by Guna S. Selvaduray, procedures to enhance safety and to promote 65-74. [College of Engineering, San Jose, CA, and Tokyo, San Jose State Univ. and service continuity. I hope that you will take Japan: steps, however small they may be, to improve Inst, of Socio-lnformation and Communications disaster preparedness at your library. Studies, Univ. of TokyoJ, 1997. Comments and questions can be e-mailed to Rihal, Satwant S. and Gates, William E. the author at [email protected] "Performance and Behavior of Library Shelving and Storage Rack Systems during the 1994 Additional Reading Northridge Earthquake," Proceedings of Seminar on Seismic Design, Retrofit, and Academic Aftershocks. Northridge, CA: Performance of Nonstructural Components, California State University, Northridge, 1995. January 22-23, 1998 San Francisco, California, Videocassette. ATC-29-1, 121-135. Redwood City, CA: Applied Technology Council, 1998. Bender, Sylvia. "Earthquake Damage to Libraries." In The Northridge Earthquake of 17 Shelton, John A. Manual of Recommended January 1994. Special Publication 116, edited Practice: Seismic Safety Standards for Library by Mary C. Woods and W. Ray Swiple, 219- Shelving. Sacramento, CA: California State 220. Sacramento, CA: California Department Library; Office of the State Architect, 1990. 147 1999 Federal Depository Library Conference - Proceedings The Aftermath of the Flood at the Boston Public Library: Lessons Learned Gail Fithian Boston Public Library Boston, MA In this presentation I would like to describe Disaster Action Team, were never what happened in the aftermath of the flood at implemented. the Boston Public Library, and tell a little bit about what library personnel learned from this The Disaster Action Team was to be made up event about disaster planning, preparedness, of administrators and staff members and recovery. representing all divisions of the library. It would implement many of the "start up" Background components of the plan, such as ordering emergency supplies and assembling the The Boston Public Library is the regional, and supplies into portable kits, and gathering because we became a depository in 1885, we salvage priorities lists from each department. have a large collection. Fortunately, only most This team would meet from two to four times a of the recent, that is, post-1960, documents year and would keep all department heads were housed in the basement where the flood appraised of its activities and initiatives. This occurred. A few older materials were in the team would revise the disaster plan as needed basement and were salvaged. and would distribute revisions to every department head. Team members would be The Boston Public Library drafted a disaster trained in disaster preparedness and recovery plan in 1 991 . I was one of four staff members procedures in order to serve as resource people assigned to write it, so I am familiar with its in the event of a disaster. Without having such organization and contents. a team in place, coping with the flood was made that much more difficult. The disaster plan which the committee drafted is comparable in scope and coverage to those The flood occurred on August 16, 1998, of many other libraries. On paper, it is a good shortly after midnight, which was very early on plan, which addresses many of the a Sunday morning. A 42-inch water main consequences of a disaster situation. However, broke and three feet of water flowed rapidly now that we have actually been through a into the building. It filled up the basement area disaster, we can see that the plan fails to where most of the recent SuDocs collection address some important considerations which and many of the patents were housed. The cost us precious time in dealing with the force of the water buckled three rows of flood's consequences. I will address some of shelves where the water entered the building. these considerations later. The biggest Only two maintenance people were in the problem with the library's disaster plan, building. We feel very fortunate that almost no though, was not its contents, but the fact that it staff and none of the public were in the was never formally adopted by library building at the time, because it is very possible administrators. Most of its recommendations, that lives could have been lost. including the appointment and training of a 148 1999 Federal Depository Library Conference - Proceedings Amount of Material Affected • Following Murphy's Law, the library's director was in Europe when the flood We estimate we lost about 350,000 paper GPO occurred and was unable to return documents; most of these were not sent to be promptly to Boston. The library's Chief freeze-dried because treatment was determined Financial Officer had been on the job for not to restore them to a usable condition. only two weeks. No one person was (Many of them were a pile of mush by the time assigned responsibility to coordinate staff were able to enter the building). In other recovery efforts; instead, a team was cases recovering them would have significantly organized which operated somewhat slowed down the clean up process. The fact democratically. However, this team that many of these documents were deemed to approach led to confusion and be fairly easily replaceable also influenced this miscommunication and hindered the decision. There were several hundred of the immediate cleanup efforts. more valuable items which were sent out to be freeze dried and many will be restored to the While the library has a book conservator, collection. About a thousand documents are who knows a lot about preservation of print still waiting to be rebound or recased, or in materials, we have no preservation officer some cases, photocopied. to coordinate things. Preservation experts were called in immediately, but they were About 3 million pieces of fiche were affected. not always directing the cleanup efforts. This represents almost half of our collection of Also following Murphy's Law, I was on a GPO, DOE, and commercial sets such as those camping vacation and could not be published by CIS. The GPO diazo fiche fared reached for a week, and another person much better than expected; some of it is in who helped write the disaster plan was also usable condition and will be reintegrated into away and was not contacted. the collection until replacements can be obtained. The commercially produced sets, Instructions given to workers sometimes such as the CIS documents, did not fare well. were contradicted by another person a few They congealed into a huge mass and can now hours later. In one case, hired cleanup only be used as doorstops. workers were told to move dry material out with the wet; this order was later taken Of the 205 drawers of maps sent out to be back. In the confusion, microfiche was freeze-dried, most came back in very good also sent out to be freeze-dried with the condition and only had to be cleaned. print materials, but it should have been air- dried. Issues Affecting Response to the Flood • Since the library is a city department. City • The library is not insured. The city of Hall was also involved in making decisions Boston is self-insured with a $10 million about the cleanup and recovery process. deductible. We had no standard insurance With more groups involved in the decision policy providing for business interruption- making, each with its own priorities, it took meaning that requests for replacement of longer to negotiate the terms of the computers and other equipment sometimes contracts for moving and freeze-drying had to go through the city of Boston's materials. The city was obviously more standard procedure for equipment orders. concerned about costs than were library We had to work without staff equipment officials. City officials also tended to see and some public computer workstations for the library as a building, not as a service much longer than we should have had to. provider and a repository of materials. 149 1999 Federal Depository Library Conference - Proceedings • There also was a lack of communication to needed to be saved first and acted quickly other institutions and companies about to move those materials out. urgent library needs right after the flood. What the affected departments really • The staff at the BPL quickly mobilized to needed immediately were in-kind help those departments most affected by contributions such as PCs and printers. the flood. There was a large team of With so many print materials gone, we people who understood what had to be really could have used a replacement for done to save collections such as our large our LAN, and more workstations with collection of CD-ROMs. In one instance, Internet access. While other library staff formed an assembly line and quickly departments were quick to loan or donate washed and dried our entire CD-ROM some of this equipment, the library did not collection. Through their efforts we were actively seek donations from computer able to save a lot of valuable electronic manufacturers and others in a position to material. help us. The library did not capitalize on public attention focused on the flood. • The depository community was very helpful and immediately responded with I'll mention a few of the good outcomes of the donations of material that we lost and with flood. Of course there are not too many, but it reference assistance and help in filling ILL helps me and the rest of the staff keep a requests that we could not handle. The perspective on the experience. emotional support we received was very heartening and kept us going. I have • No lives were lost and no one was injured. gotten to know people in the depository community a little better. • Even though some time was lost in boxing the materials and sending them to be • The disaster has in some ways given the freeze-dried, about thirty percent returned library the added incentive it needs to from the freezer in generally good begin digitizing some of its collections. condition and could be returned to the Digitization needed to be pursued as a shelves with minimal additional treatment. means of preservation even before the Freeze-drying and cleaning were the two flood occurred. We are currently in the most common treatment methods for the planning stages of digitizing a collection of flood damaged material. The paper flood-damaged state and local documents. documents and maps all responded well to Many of these documents were damaged freeze-drying. Many of the card files and enough that returning them to the shelves parts of the shelf list were air-dried, with is problematic. These documents will good results. hopefully be more accessible in scanned format than they were in print. I am • The Government Documents Department hopeful that once we get our feet wet in the had a salvage priority system already in scanning business, it will be an overall effect before the flood. No valuable or rare benefit to the Government Documents materials such as the Serial Set were put Department and to the library as an into the basement. Those materials were institution. housed on other floors or in special collections. For those materials in the • The fact that I was on vacation and could basement, the Documents staff were very not be reached immediately had its good knowledgeable about which collections and bad points. I felt some guilt about the fact that my colleagues had just seen much 150 J999 Federal Depository Library Conference - Proceedings of the collection destroyed. They then damage. Unfortunately his advice was not spent a week doing exhausting work before taken and the library succumbed to the I could be reached. In the long run, I wish pressure to find extra space for its growing I could have been there to help the people collections. The renovated basement gave I work with. But I was glad I returned with us lots of space with room to grow and met the energy needed to pick up where they most of the department's needs beautifully. left off and direct the recovery effort. However, no amount of renovation could change the fact that as a basement, What We Have Learned and What We Will especially a basement in the Back Bay of Do Differently Boston, it is very vulnerable to floods. We need to take every measure necessary to • Every staff member has now been "sold" on ensure that decisions can be made quickly and the importance of adhering to a disaster in the best interests of the library. Measures to plan. Having said this, we still need ensure this outcome include: somehow to ensure that department heads and other key people are participating in an • Rewriting our new plan to establish a chain ongoing process to make the library less of command and to assign responsibility for vulnerable to disasters. We also need a each aspect of the later recovery process to preservation officer; but we have not hired a specific staff member. Assigning a team one yet. to make decisions before a disaster happens is effective, but it will not work in The original disaster plan gave a lot of the immediate aftermath of a disaster. responsibility to a few people, top administrators and persons serving on the • Putting into place a system for expeditious Disaster Action Team. The responsibility cleanup and salvage of materials. We for planning and preparedness needs to be learned that our original disaster plan spread around. This means making sure would not have provided for the most that salvage priorities are updated when expeditious cleanup and recovery of needed, that the entire staff receives regular damaged materials. We are currently training in disaster prevention and looking into putting some of the disaster preparedness, and that the general cleanup contractors on retainer, and to the consciousness about disaster preparedness extent possible, drawing up the basics of is maintained, especially during the next contracts before another catastrophe few years when our institutional memory of occurs. the flood begins to fade. Every staff member needs to believe that his • We have learned in the most difficult and participation is crucial to preventing and/or painful way why library materials must not coping with another disaster. be stored in the basement! Even though many of the materials are not irreplaceable, • As a public library we are a city entity. The putting them in a basement is not flood has made library staff more aware of acceptable. Several years ago when the this fact. For years we operated to a large building was renovated, a proposal was degree independently of the city, with our made to move documents into the own Board of Trustees, but in the aftermath basement. This proposal was opposed by of the flood, we lost some of our the person who was then the head of the autonomy, possibly permanently. We now documents department, for the very reason realize will have to work more closely with that they would be vulnerable to water the city to make sure the elements of our 151 1999 Federal Depository Library Conference - Proceedings revised disaster plan will really work in the I would like to thank many people who helped event of another disaster. We see this as us during the cleanup and the ongoing our biggest challenge, because it involves recovery, including the BPL staff, especially the changing the attitudes of people outside staff of the Science Reference and Documents our own institution, who do not stand to Departments, Betsey Anderson, who is the lose as much, but upon whom we must senior documents reference librarian at BPL, rely for support. Harvard College Library, Gordon College, the University of Massachusetts at Amherst and While most depositories are part of an many other depositories in Massachusetts, academic library system and are not Laura Saurs at Newark Public Library, government agencies, it still makes sense to Montclair State College Library, and Masako look at the whole picture and to know that Ohnuki at the Occidental College Library, who other players will be involved in the sent us 550 cartons of GPO material. Sheila recovery process at your library in the McGarr took time out of her vacation after the event a disaster happens. You need to flood happened, to come to Boston and cheer know what their agendas and concerns us up. We could not have done without their might be in case they conflict with the help and the help of many others. mission and interests of your institution. 152 J 999 Federal Depository Library Conference - Proceedings Disasters: Plans, Clean-up, and Recovery— The Colorado State Experience Fred C. Schmidt Colorado State University Libraries Fort Collins, Colorado On the evening of July 28, 1997, Colorado Disaster Recovery State University's (CSU) Morgan Library sustained an unprecedented amount of damage Recovery efforts began the next morning as the from a 500-year flood that resulted from rains Libraries' disaster team (headed by Camila west of the campus that measured between 10 Alire, Dean, Carmel Bush, Assistant Dean for and 14 inches. The flood inundated the Technical Services, and Diane Lunde, basement of Morgan Library, covering some Preservation Librarian) assembled to address 462,500 volumes with 1 1 .5 feet of water. immediate needs, including stabilizing the building environment and pumping water out Materials damaged included bound scientific of the basement. By the second day, the journals in compact shelving, books, University (which had a disaster plan in place, curriculum materials, current awareness as did the Library) hired Boss & Associates as materials and various offices, including Gifts the disaster recovery consultant that would and Exchange and Bindery Preparation. In this oversee the campus recovery effort (this firm case, government publications were spared led the recovery efforts of the World Trade damage (except for some 200 volumes Center bomb damage). Vendors were hired to awaiting shipment to the bindery), as the stabilize the building and to pack-out the collection had just been shifted to the third and materials from the basement. fourth floors. The primary concern was the ultimate The flood damaged some 30 buildings on salvageability of the collection. Standard campus, including the University's bookstore, procedure in salvaging wet books is to freeze which had its entire inventory for the fall the materials within 48 to 72 hours to prevent semester destroyed. The Library sustained to the greatest extent possible mold damage. what is considered to be greatest amount of damage on record to an academic library Because the pack-out of damaged materials caused by a natural disaster. was such a gigantic task, which lasted fourteen days (336 hours), mold damage was evident on To put this into perspective: Morgan Library some volumes and on the building walls before had just completed a $20 million renovation the materials were all transferred to refrigerated and addition. As of this date, the total cost of trucks for shipment to the contractor (Disaster the damage to the Library and its contents is Recovery Services (DRS), Fort Worth, Texas) expected to total some $75 million. The total for freeze-drying and cleaning. Bill Boss, Ann cost of damage to the University (including the Siebert of the Library of Congress and Ms. Library) is expected to total approximately Lunde visited this vendor to determine the $100 million, which is covered by the State of protocol for processing the materials. Each Colorado through self-insurance. volume would be thawed and washed to remove dirt and to reshape the volume if 153 1999 Federal Depository Library Conference - Proceedings necessary. All materials would be refrozen and 1 . It is essential that each library has an up-to- freeze-dried before shipping back to the date disaster plan and that the library Library. rehearses the plan regularly. In October 1997 the Libraries received a 100 + The CSU staff has handled various minor volume sample from DRS that went through disasters over the past few years, but had this process. The disaster team, the consultants never held a large-scale disaster drill. The and insurance representatives viewed this Library did have an up-to-date Disaster Plan sample and concluded that 80% of the Quick Reference Guide and a disaster materials would be salvageable and 20% manual. would be a total loss. Later estimates have concluded that the ratio of materials 2. The disaster plan must be adapted to meet salvageable to total loss will be approximately the scope of the disaster. 75%. to 25%. It should be noted that the Libraries hopes to replace, in one form or Be flexible, as a disaster plan is a working another, all of the items that were lost. document and should be enhanced and reworked as required. CSU's disaster plan, As soon as word of the disaster became known, while adequate for most disasters, was not the Libraries received offers of gift materials to practical for the enormity of this particular replace damaged items. Starting in November event. 1997, a processing plant established by Boss and Associates to begin processing materials 3. Along with the disaster plan, establish a returned became operational, initially using a disaster team of staff from ALL AREAS of staff of some 250 non-library employees. At the libraries. that point, the plant began processing gifts resulting from an active gift solicitation process. The successful restoration of library services, including reference, circulation, A total of some 91 3,000 pieces were received and interlibrary loan, are all-important from individuals, corporations, publishers and activities in a major disaster. libraries (ARL libraries, Colorado Alliance for Research Libraries, and other individual All disaster team members must be libraries). To date, some 96,000 gift volumes knowledgeable about their disaster have been processed and shelved. Beginning recovery duties and should have a copy of in the fall of 1998, the processing plant began the latest version of the disaster plan at receiving damaged materials back from DRS. home as well as home phone numbers for To date, some 70,000 volumes have been all their staff. received by the plant from DRS for repair and rebinding. The first volumes of this group were 4. Know who all the non-library players are returned to the shelves this month. ahead of time. Lessons Learned CSU has a campus-wide disaster plan that went into action the night of the flood, with The following recommendations prepared by the CSU administration leading the disaster Ms. Lunde could have application for recovery effort. institutions faced with disasters, small or large: Disaster preparedness is the key phrase. Knowing the many details before a disaster will make disaster recovery easier if and 154 1999 Federal Depository Library Conference - Proceedings when it happens. For example, determine Conclusion the role of the library board of directors/trustees and how the library fits The Libraries' recovery from this enormous into the governmental structure. Find out disaster is well on its way, due to a tremendous who owns the building in which the library effort on the part of all Library and University is located and who holds the insurance staff, the existence of University and Libraries policy. Every bit of knowledge helps Disaster Plans, and the incredible response tremendously so that the disaster team can from the State of Colorado, libraries throughout go forward quickly without stopping to the country, corporations, publishers and search for essential details when time is at a individuals. premium. For more information on this event, contact the 5. Know who and where the disaster recovery University Web page, < http://www.colostate. resources are. edu/floodrecovery/> or the Libraries Web page, < http://manta.library.colostate.edu/ Each library should have a basic "stash" of water.html > . An extensive report of the flood disaster supplies located on-site. Consider can be found in the fall 1998 issue of Colorado cooperative arrangements for the bulkier Libraries. In addition, the University Library and more expensive supplies. Know the has written an account of the disaster with an names of disaster vendors just in case the extensive number of recommendations on how disaster is beyond the scope of library staff to cope with large- scale disasters. It will be members. published by Neal-Schuman in 1999. 155 1999 Federal Depository Library Conference - Proceedings Disasters: Plans, Clean-up, and Recovery at Stanford University Libraries Joan Loftus Stanford University Libraries Stanford, CA Two natural disasters within the last 1 1 years at There were no deaths and only minor injuries Stanford University damaged the campus in the '89 quake, despite there being a larger facilities and furniture/equipment, disrupted campus population and considering the hour of services, stressed and relocated staff, and in the the quake. It hit at the end of the work day. case of the '98 flood, damaged library materials. While rumbling continued we left our places from under desks and door jambs and moved Generally I have a memory of the extensive out of the building through fallen glass. The volunteer help we had during these disasters. government documents staff met at the Staff were called on to work beyond their daily appointed place and counted heads. We were responsibilities and many did so in poor work all there. Generally, there was a variety of environments. Faculty and students responded behavior in the library, both in leaving safely with patience even though papers were coming and in returning for possessions before safety due. Local library staff were of great positive had been assured, even though the library did assistance, and staff and student volunteers provide a publication on what to do in the made it possible to resume business in a event of a major earthquake. The University shorter than expected time. We had over 400 had also distributed handouts, including student volunteers during the days following Emergency Preparedness for Students, Faculty, the earthquake. Staff, and Visitors, with a section on earthquakes, prepared by the Environmental Loma Prieta Earthquake, October, 1989 Health & Safety Office; the loose leaf Stanford University Emergency Plans, prepared by the The Stanford University Campus appears to Stanford University Emergency Preparedness have a long history of natural disasters, the best Planning Steering Committee, with sections for known being the 1906 8.3 San Francisco department additions, and an additional earthquake, which happened on April 18"" at publication. Are You Ready for an Earthquake? 5:13 a.m., and also struck and seriously damaged the Stanford campus. The 1906 In March, 1989, we also received a nine page quake lasted 47 seconds with violent shaking. memo listing assembly points for each library, It was more powerful than the October 1 7, earthquake behavior information, and a list of 1989 7.0 quake and released 10 times more emergency supplies. ground motion. The ground motion in the '89 quake was double that which was anticipated, Of the 50 buildings on the campus in 1906, but it caused far less destruction than was one half could not be entered, and the campus wrought in 1906 when 2 persons were killed came to an almost complete stand still until by falling chimneys, and the press reported the August of the same year. In 1989, 1,100 campus to be in total ruin. students were displaced mostly in residences, and 140 classes were canceled. 156 1999 Federal Depository Library Conference - Proceedings Of the approximately 240 major buildings on By the late '50s, most upgrades were the present campus, 24 were closed completed, and as predicted, those buildings indefinitely and 34 had restricted access for supi/ived. Those not upgraded were seriously periods. One half of the classrooms were damaged. The upgrading for the present Green available by two days after the quake. It was West or main library, built in 1919, included a difficult to count the number of staff, as many stack bracing completed a few months before continued to work in other buildings or at the '89 quake. home. Most of the campus libraries reopened for Leiand Stanford, an engineer, was aware of business within three days of the 1 989 earthquake dangers and insisted that buildings earthquake. On Thursday the 19'^ when they receive extra wide foundations as well as were declared safe, they were staffed with careful construction methods. The campus volunteers who with staff picked up more than opened in 1891, and Leiand Stanford died in 750,000 books which had been tossed from 1 893. Following his death, his wife, Jane, the shelves. continued the building, but with less care regarding the engineering. Fourteen months The main library (Green) reopened on Friday after Jane Stanford's death, all of the buildings the 20'^ following reshelving of some 350,000 she had had constructed were destroyed by the books. Shelf reading was to follow months 1906 quake. Stanford's original buildings later and required volunteer hours plus remained. The main library was destroyed but $38,000 of hourly labor for 6,000 sections. A housed no books at the time. It sat on the sample showed about 5% of the shelved books present site of the Graduate School of Business, out of place. All libraries depended on which was significantly damaged in 1989. volunteers, mostly staff members who added to their own jobs, and many students. As of Most of the shelving toppled, and three floors October 20'^ there were 400 student of the Graduate School of Business School volunteers. Students were positive, willing, were closed for a long period of time due to and eager to help and continually asked what damage by leaking water pipes and asbestos needed to be done. problems. Although the San Andreas fault runs across the Stanford Linear Accelerator, it and The library at present includes old and new the SLAC Library were undamaged. The Food sections connected. The new addition built in Research Institute Library was permanently the seventies is earthquake safe, but the older closed. The Stanford Law School Library building is not, except for the stacks. basement stacks fell to the ground in a domino Paradoxically, thousands of books were thrown fashion. These basement stacks were the only off the shelves in the new addition, but not in stacks not braced at the time. The Hoover the original building. In some cases this may Institution was undamaged except for wall have been because of the earthquake's cracks. In 1 933, following the Long Beach, direction. California, quake, the State of California adopted a building code relating to seismic The main library housed the Jonsson Library of safety for all access buildings built before Government Documents and the Technical 1 934. Stanford had upgraded many of its Services units on the first floor and the Special buildings based on a priorities list and had Collections Department on the upper floors. established the Risk Assessment Program for The Technical Sen/ices units were moved to evaluating the campus buildings. trailers with materials in several places for a period. The Special Collections area was permanently closed because of serious 157 1999 Federal Depository Library Conference - Proceedings damage. The services and staff were moved to The stack upgrading in this building included a another part of the library, using faculty office bracing lattice of heavy steel beams painted space. We depended on personal red, which ties together all the shelves on each communications and did not use e-mail to any floor. This lattice extends to the ground and is extent. designed to keep shelves from toppling. If this work had not been done, 700,000 books The Jonsson Library of Government would have been in a pile at the bottom of the Documents was closed and did not open until basement, because the structure would not after the Thanksgiving recess, but it was have held. Possibly water pipes would have destined to return to its old quarters eventually ruptured. Only two to three percent of books and then to a basement area of another fell off these shelves. The stack levels were building. shared by government documents and the special collections. During this period there was no direct access to the collections, but an interim The structural framework and reinforced reference/referral desk was set up near the concrete of the library appeared in good entrance in the new library. Referrals were condition, but the brick and hollow tiles were made to other campus libraries, depository and shattered and dangerous in both staff room and public libraries in the area, and to the reading room. The offices were damaged and California State Library collections. We permanently closed as was the elevator for the provided signs and handouts with information three stack levels. Some of the microfiche and notified the libraries of our closing. These cabinets fell forward and drawers opened, libraries were extremely helpful to our bending the drawer mechanism and dumping community and in some cases loaned to our the fiche on the floor. Eventually the cabinets students and faculty on site. For most of this were replaced with earthquake-proof drawers, time our collections were not available for and the fiche was refiled by Law School paging because of building dangers. student volunteers. One of the interesting situations was the lack of The University has been self insured since awareness in the general public community 1985, when the commercial insurer canceled regarding the earthquake and flood damage to the earthquake insurance. As of August, 1989, the libraries. There was a lack of patience in the University had $3.4 million in earthquake not being able to get information, although this reserve and $3.6 million in property reserve for community was also included in the paging fires and floods. Stanford University was process. eligible for $5 million from the State of California through a one quarter per cent sales We did have delays in processing materials for tax imposed on citizens until December 1990. some time, and space was very difficult. The Jonsson Library reopened following the The Federal Emergency Management Thanksgiving recess in its old area with walls Administration (FEMA) paid for 75 percent of covered with knotty pine plywood, minus any the assessed damage to the occupied campus offices or an elevator. Stack entrances buildings, with the State of California making consisted of small cuts in the wood. Student up the difference. FEMA paid for bringing shelvers had to carry the books to be reshelved buildings up to the building code, with the up and town narrow stairs to the three stack exception of two vacant buildings and the levels. Memorial Church. There was a $160 million in damages quote to bring up to code. 158 1999 Federal Depository Library Conference - Proceedings Proper building construction is essential, the water swollen books needed rebinding and stack/bookcase/cabinet bracing (anything over reflattening on their return. Following this 4 feet) is essential, staff emergency flood, it took an equivalent of eight full-time preparedness, including emergency reporting people and a total of nine months to complete lines and regular staff drills, are essential, and repair following the freezing. In the '70s the collective team work following the quake is Law Library had 7,000 books damaged by a very helpful to lessen injury to people and water system, and in 1981 a water pipe burst to damage to facilities. damage 5,000 doctoral dissertations in the main library basement. El Nino Flood, February 1998 The El Nino flood dumped 3.7 inches of rain At the time of the El Nino flood, the Jonsson on the campus within 24 hours and damaged Library of Government Documents was housed 75,000 books in the libraries. Sometime in the basement of the Meyer Library as a result between midnight and 1 :00 a.m. water burst of the Loma Prieta earthquake. The Special through a wall separating the new library from Collections Department was also still housed in the old one now under construction. It appears its temporary quarters following extensive that the heavy rains caused the drains to damage in its permanent quarters. It has taken overflow all over the campus. This water also 1 1 years to establish funding to rebuild the entered basements in the music and education main library, and in October of this year it will buildings. The Music Library lost over 10,000 open with services, materials, and staff in place wet LP records. These libraries were closed for in the Green Research Library, which includes about a week and opened in various stages. both the 1919 building and the 1976 building. Both buildings will have been retrofitted. These flood experiences may be some of the reasons that the Stanford Libraries have In the early hours of February 2-3 following the encouraged and supported such well trained, heavy El Nino winds and rain, the Stanford experienced, and dedicated staff in the areas of campus experienced serious floods in three of conservation and preservation. Their training, the library buildings-main, Meyer basement, experience, planning, and organization skills education, and music due to drains being were demonstrated in outstanding fashion unable to accept and move the water. The during and following the El Nino flood. The water was forced through walls into the Preservation Department maintains and basement areas of these buildings. In the case actively updates on an established time of the government documents Meyer basement schedule the Collections Emergency Response area, water came in from two directions. Plan. The floods are not new experiences for the From the time flooding was discovered, this Stanford libraries. There have been several plan went into action, by first calling those on water-related conditions which have caused the Emergency Phone List in the manual and materials damage. The most dramatic flood then using the tree system to notify others. The came in 1978, when an 8 inch water main two disasters differed somewhat in that broke in the middle of the night, causing earthquakes mean initially looking out for $300,000 in damage to 50,000 books in 24 personal safety as well as the safety of minutes before it was turned off. Volunteers colleagues needing help, getting safely out of pulled the books from water and mud and had the building and doing a head count, providing the books put into the Lockheed vacuum building security and inspection for possible re- chamber at Moffett Field where space suits entrance, resettling people and services in were tested. This process worked, but many of other areas if necessary, and planning for the 159 1999 Federal Depository Library Conference - Proceedings restoration of the facilities. Floods involving Sometime between midnight and 2 a.m. library materials require fast action to get the people began responding to the call for help- materials into some protection to avoid added initially about 70 people, staff and students. damage like mold, drying out, or sticking Some had no idea of the depth of the water together, etc., followed by planning for the and waded in minus shoes. Early arrivals future handling of the materials. found about 8 inches of water around the bottom shelves in the basements. The early A generator providing power to the main students called in replacements as they left for library was damaged and remained out for a classes, and in the first 15 hours 4,000 boxes of week. Until replaced by temporary gas and books and papers were packed and sent to cold mobile generators, the library had no light or storage for freezing. Books need to be frozen computers. This flood damaged the buildings, within the first 36 hours of water damage to basement level furniture (not the computers), prevent additional damage like mold. carpets, and the moveable stacks as well as the collections themselves. On arrival, teams were quickly in place to take the books off the basement shelves and move We have existed to this time with minimum them by hand to the upper floor/lobby. At the borrowed furniture, and the moveable shelving top of the stairs empty book trucks waited to be will not be repaired. The microfilm housed on filled. Once filled, the trucks were moved to a these shelves was moved to another area of the box area where empty boxes waited. Books library. The carpet in the main library were put into the boxes-only one layer-and basement was soaked and removed. Faculty stacked for pickup by another team which put and graduate student study offices were them on the waiting trucks. The teamwork was flooded, including their research if left on the superb due in a large part to the conservation floor. These areas had to be repaired. staff who worked and managed at the same Commercial cleaners were hired to remove time, keeping eyes on the moving process. A thick piles of mud and water from the floors, separate team made up the flat boxes and and new carpet was eventually laid in both taped them so they could be filled faster. basement areas. The boxes were numbered for identification for All of the bottom shelves in the basements the various library stacks and the private papers were removed, sent out for cleaning, and from the study offices. In the government returned. During the cleaning the stacks were documents stacks the documents were moved covered and taped with heavy plastic to keep from the bottom shelves to upper level shelves the materials cleaned. The government or taken by hand to upper stack levels. There documents were all removed and cleaned, and was no elevator use. Damage on the bottom during this time the area was closed. A shelves as well as bottom drawers of reference operation was set up in the upper microfiche cabinets varied because of the levels with other activities like video, reserves, uneven basement floor. The early volumes of and student meeting areas. We brought the Congressional Serial Set shelved on the reference materials to the desk, paged several bottom shelves were damaged and were times a day, and never seemed to have the moved to the upper stack level, placed on end, right reference documents. The reference and fans turned on them. The volumes dried service was very, very difficult, the staff worked for several days and were then sent for special hard and were extremely helpful and patient, binding. Some remained water marked. There and the students were patient. During this time were 725 volumes bound for a total cost of dehumidifiers were kept on all hours so that $31,000. On return, these early volumes were the materials would not mold, etc. sent to Special Collections since the library also 160 1999 Federal Depository Library Conference - Proceedings has the volumes in microfiche. They were they were frozen. If the books were swollen or beautifully bound and here is a sample. warped before they were frozen, they came out in the same shape. This company has The bottom reference shelves got wet, but most developed and patented a version of the of the materials were salvaged, and also some Thermaline Process which combines the freeze volumes were replaced with gifts from other drying and pressing stages. The vacuum depository libraries. We replaced 700 reels of chambers are operated at a higher pressure microfilm and 140 inches of microfiche for a than that used by other freeze dry operators total cost of $1 58,000. A lesson learned was and are heated to 32 degrees Fahrenheit. that there needs to be attention paid to microforms as well as to books in these In this drying process the books are put disasters. It is true that they can be replaced, between aluminum plates, held tightly in but at a high cost because of vendor place, and compressed while they dry. This is replacement policies. These policies will often a feature unique to the patented Thermoline require replacing more microforms than Process. The books emerge completely dry but required by the library. no pressing is needed. They then re-humidify naturally within a week. The cost is about six Government Documents lost several years of dollars to dry and clean each book. several titles of microfiche filed in bottom drawers. These were replaced or the records Since most of the materials except for deleted depending on titles. For the most part government documents had been barcoded, the classification P and Z were damaged, as the library created temporary "flood" records well as classifications in the sorting areas ready for the materials sent to the freezer. Since we to be shelved. Microfilm reels awaiting did not know what went to the freezer, the staff shelving were also damaged. identified the last barcode on the shelf above the bottom shelf and the barcode volume on Stanford lost a full collection of Army the top shelf. The books in sort rooms awaiting Department regulations because they were reshelving could not be identified. filed in cabinets. The bottom drawer materials were soaked, and the upper drawer materials During this time interlibrary loans were used quickly began to mold so were not retained. for missing items. The books were returned in The microfiche in the government documents groups of 8,000, the number dried at a time. area was placed in cold water tubs. The GPO From April until June, the library received fiche survived well but was weeded or 8,000 checked out books per week. The shelf- replaced, as there was a fear of a ready were discharged and shelved. Those contamination of other fiche. All of the wet books needing additional work were placed in silver halide had to be replaced, and all of the a work area and reviewed by Preservation staff. wet microfilm reels were replaced. The final statistics are: of the 75,000 books sent Stanford contracted with the company for recovery, 2,432, or 3 percent, required Document Reprocessors to freeze and then dry commercial rebinding; 1 188, or 2 percent, damaged books, rather do the work in-house. required in house repair, and 400 volumes, or The books were sent to a cold storage facility 1 percent, were beyond repair and were nearby and frozen. This process kept the withdrawn or in some cases replaced. The frozen books on open shelves in a vacuum library established a replacement account chamber, which was then pumped to a low number for all materials. Some of the vacuum. When complete, the books were dry replacements are still in process, particularly and stayed in the exact size and shape as when for foreign publications. Well-organized 161 1999 Federal Depository Library Conference - Proceedings preparation, caring staff, quick action, and many inside and outside volunteers allowed us to save as many items as we did. 162 1999 Federal Depository Library Conference - Proceedings Improving the Quality of Documents Reference Service: Public Library of Cincinnati and Hamilton County ]ohn W. Graham Public Library of Cincinnati and Hamilton County Cincinnati, OH Introduction - Public Library of Cincinnati • An aid for the Library "...to achieve an and Hamilton County equitable and consistently high level of reference and information service." • Main Library & 42 Branches • General Guidelines • Separate Public Documents Department • 10 Standards of Public Service • 12.8 Million Circulation, 1998 • Define Levels of Assistance, including • Serve 850,000+ Users Ready Reference to Instruction • Increased Visibility & Accountability • Time Limits and Number Constraints Reference & Information Service Standards Factors Which Affect Provision of Reference Service • Developed with staff in 1997 • Time Constraints • Introduced to all supervisors & staff in 1998 • Collection Constraints • 57-page booklet • Legal Constraints • Cover both general philosophy and very specific scenarios • Professional Constraints Standards Overview • Ethical Constraints • Serve as training tool for new staff Once-and-for-AII • Serve as evaluation guidelines for new • Trivia Questions performance management program, for example all patrons helped within an initial • Bar Bets 5-minute period • Patrons on phone vs. in person 163 1999 Federal Depository Library Conference - Proceedings • Homework Questions • Instruction vs. the Answer • Names Documents-Related • Copyright Searches • Interlibrary Loan - Nk)w Decentralized • Legallnformation - "Library Staff cannot interpret law or offer legal opinions or advice" • Patent Information - PTDL Depository • Tax Information and Forms • Trademark Searches , ,V The Bottom Line • Becoming uniform in system • Additional emphasis through the evaluation process • Very useful for training non-professional public service staff • Careful attention to Documents-related issues 164 1999 Federal Depository Library Conference - Proceedings Improving Quality of Documents Reference Service Lillie ]. Dyson Maryland State Department of Education Baltimore, MD My purpose this morning is share with you been that people expect, and deserve to what we've learned about improving reference receive, complete and accurate answers to performance. their questions. From the results of the first survey in 1 983 to the completion of the fourth For a long time as a profession we've been survey in 1 994, we were able to identify the guilty of giving half-right reference. Peter need, discover what was wrong with the Hernon and Charles McClure in their April 15, process, and took steps which have 1986 Library Journal article titled, dramatically improved the quality of service "Unobtrusive Reference Testing: the 55 Percent people receive from Maryland public libraries. Rule," proposed that reference staff in academic and public libraries, regardless of How did Maryland get started in looking at department, are only able to correctly answer reference service from the customer's point of the factual and bibliographic questions they view? In 1981, several library administrators receive about 55 percent of the time. Further, came to DLDS and asked for help in measuring in this article, they stated "for approximately 20 reference performance in their library. Using years now, the library community has been the unobtrusive method developed by Dr. aware of the 55 percent accuracy rate, yet few Terry Crowley and Dr. Thomas Childers, we tangible ongoing strategies have been piloted the survey in five library systems. The developed to address this finding." results of this pilot study created overwhelming interest among other public library directors. A year earlier, in a Reference Quarterly article, Terry Crowley asked "what changes in library In 1983, DLDS conducted the first statewide training, policy and practice can help us reference/performance using the unobtrusive improve public service?" Maryland has observation methodology. The same 40 attempted to address this problem and thanks questions (20 walk-ins—20 telephone) were to the support and commitment of public asked in 60 branches of 22 public library library directors and staff in Maryland public systems, with a total of 2,400 questions. libraries we now have a formula for improving (Maryland has 24 public library systems. reference. Participation in the study was voluntary and two library systems chose not to participate.) Over a ten-year period, the Division of Library We sought to answer two questions: Development & Services (DLDS) at the Maryland State Department of Education 1) To what degree is a user likely to receive a conducted four separate massive (more than correct answer to a "moderately difficult" 1 1,000 questions) unobtrusive surveys. Each question? of these surveys was designed to assess the quality of reference service from the customer's point of view. The premise of the study has 165 1999 Federal Depository Library Conference - Proceedings 2) What levels of resources and kinds of the library that performed the best, there was activities are most likely to lead to desired strong anecdotal evidence of supervisory levels of performance? support for the use of the behaviors. Several of these libraries promoted the development of We learned three major things: behavioral job descriptions, which included the Model Reference Behaviors. • The likelihood of a person getting a correct answer to a moderately difficult reference We have conducted two other surveys since question (55% rule) 1986. An objective in the Maryland Plan for Libraries, 1986-1991, specifically addressed a • Those factors traditionally thought to library's user's need to have a complete and contribute to correct'answers (e.g., size of correct answer to his or her reference question reference collection, size of staff, degree of and laid the foundation for a third state-wide busyness, length of time for conducting a survey. In addition to investigating reference transaction, etc.) are not associated with performance and the use of the Model reference performance. Reference Behaviors, an additional sun/ey objective investigated the impact of training, • Factors that contribute to improved peer coaching and activities which support the reference performance are basic continued use of the behaviors. The 1994 communication behaviors that are within survey corroborated findings from the three the control of the individual librarian. previous studies. The use of the Model Reference Behaviors is very strongly correlated In addition to measuring to what degree correct with good performance. answers were provided, we also investigated what librarians did as they attempted to answer The Training questions-that is, what behaviors they exhibited. We then analyzed the data to Our experience in working with staff who are discover which of these behaviors were responsible for answering reference questions associated with providing correct answers. has shown that the primary reasons for After identifying the behaviors, we designed an providing incorrect answers are lack of skill in certain inability to intensive three-day workshop and titled it, applying behaviors and the "Better Communication Equals Better apply these behaviors consistently on the job. Reference." More than two hundred library The training design consists of three days with staff members in fourteen public library pre-workshop and interim assignments. The systems were trained. three days are progressive, that is, each day builds upon the day before and brings In order to determine the effects of the training participants to the point where they are ready a second statewide survey was conducted in to return to their workplace with an improved the same sixty branches. The results of the set of skills. second survey showed that librarians whom we trained answered more than 77 percent of the The workshop is highly participative and has questions correctly and those librarians who three major components: self-awareness, were not trained by DLDS answered only 60 simulation (practice) and transfer. These percent of the questions correctly. We now components produce far greater impact when had a pre-test, post-test design with a treatment used together and designed as a whole than group and a comparison group. Analysis of the training that does not include all three. variables showed that the difference in performance was due to the training. Also, in 166 1999 Federal Depository Library Conference - Proceedings The practice sessions are meant to be as close diligently, it contributes greatly to the to real job situations as is possible in a successful transfer of skills learned. workshop environment. Actual patron questions are used in the practice session and Performance Improves participants are asked to play out the role of librarian, patron, or observer. Overtime reference/information performance has improved in Maryland public libraries. I am certain that most of you would not find it This is very evident when we compare the surprising to know that a lot of training does range of scores from the first survey to the not transfer back to the job. We took this fact fourth. The lowest system score in 1994 was into consideration and decided to include four higher that the highest system score in 1 983. strategies for the transfer of training when we The public library systems of Maryland worked designed this workshop successfully over a decade to break the so- called 55% rule of reference accuracy. Our • the model behaviors checklist users may not have noticed the difference but • action plans the data indicates that there are real results and • management coaching, and sePv'ice is much improved and is more • peer coaching consistent statewide. The work done in Maryland has served as a model to libraries throughout the nation, of have The peer coaching strategy is the cornerstone many whom these strategies for training and of the training. Peer coaching is a mutual adopted service. relationship in which two or more people customer agree to help each other apply new skills. In of the reference/information learning new skills we often go through an The outcome project is an awkward period where the skill does not yet performance improvement excellent of the partnership and feel natural and may not bring the desired example shared vision between public libraries and a results. A peer or co-worker as coach can provide encouragement, reinforcement, and state library agency. Using available resources, librarians able to work together to support to assist the person in overcoming the were improve a very basic and essential service for discomfort of using the new skill. Peer their customers. coaching is not easy, but when applied 167 1999 Federal Depository Library Conference - Proceedings Web Pages for Training and Reference Kay Collins University of California, Irvine Irvine, CA Background: collaboration not available when the only choice was tangible documents. Training and Location: Orange County is located in assistance for public library staff was one Southern California, south of Los Angeles, missing ingredient. north of San Diego and west of Riverside. Though often considered a county of wealthy Similar needs for Web pages: UCI Libraries conservatives, the County government went has had a home page for several years. During bankrupt a few years ago due to some bad the past year, however, the whole staff worked investments. Many public services, such as to create a major change in both content and schools and libraries, felt the ensuing cutbacks. format for that Web site. Work was not complete when the new format was unveiled, Libraries: There are 2 large depositories in the and one of those areas under construction has county, California State University, Fullerton been a guide on how to find government and University of California, Irvine (UCI). information on the Web. The initial intent was There are 5 much smaller depositories in for this section to be most useful to UCI libraries throughout the county. Two students, faculty and reference staff. Our Congressional districts are without a depository reference staff has been requesting more help at this time. The whole southern part of the with government Web resources, especially county has no depository library, and many with the initiation of a shared reference desk. users tend to come to UCI rather than their public libraries. They think of UCI as their I have also been involved with the School of large public library, which we are not. In the Social Ecology in the development of the last few years, libraries in the county have been Russian-American Cyberlibrary. One of the working to get community users into their local areas we have wanted to improve was a guide libraries first, with UCI being a second or third to finding free Web sites that contained quality option. Development of business collections resources. Thus, UCI reference staff, the public in 3 public libraries has helped, but some librarians, Russian librarians and users of our public school teachers still make inappropriate Web site could all use a Web page to help assignments and encourage students to come them learn methods to locate resources. For to the university library for research and/or those who want it, a way to practice finding primary source material. these resources is also made available. A cooperative system of referrals and some • Plan: Eventually, it became obvious that I increase in public library budgets has helped could combine several projects and use the improve the situation. However, Government various products in a variety of ways. information still needed to be addressed as a Some editing would be needed for each part of this countywide cooperation. The use, but the idea of consistently using the advent of the Web, with all the increasing UCI Government Information home page number of free government resources there, as the initial source to begin government provided an opportunity for a type of information searches was appealing. I 168 1999 Federal Depository Library Conference - Proceedings decided to create a workshop and mount it Statistical Abstract of the United States and on my own home page to use as a draft. Uniform Crime Reports were just two samples. Experience and comments from users could Combined with California Statistical Abstract help provide insight into how to format and and the Orange County Budget staff from small improve the final product that will be branches with little budget could see their added to the UCI Libraries home page. access to quality information expanding. There was much enthusiasm for the project expressed Procedures from those sessions. Organizing. Library administrators from UCI Planning the workshops. This proved the most and Orange County Library System and one difficult part of the project. We spent too many large city library, Newport Beach, met and meetings discussing topics like how do these agreed to the idea of workshops. Judy Horn, people who do not work daily with UCI Government Information Department government information even recognize a Head, and I were assigned the task of getting reference question that could be answered by the team together and developing the what is available on the Web. We did not workshops. We formed a team together with want to create workshops that would, in the librarians from public libraries. Teri Garza is in end, not be useful. What information would charge of training for the Orange County be useful to them? Do they have enough Regional Library System. Jody Brewster, from training in how to navigate the Web? What the Garden Grove Regional Library, joined the type of equipment and how much of it do they group as the representative of the largest public have available? In the final analysis, this is library depository in the county. Susan how we proceeded and why: Warren, from the Newport Beach Public Library, represented the largest city library • All the library systems were providing contingent. We had several meetings training in how to use the Web, and there discussing what should be presented, and how. were a couple of workshops that included The team worked very well together and I some government information. Thus, it personally learned a great deal about these would not be our job to provide any libraries, their users and the services they training in how to search the Web. We just perform. What I most wanted to know was needed to be aware that the skill levels what kinds of questions they were asked to were broadly distributed. answer at their reference desks. This would be useful in designing any workshop for their • For real learning to take place, attendees reference staff. needed to be able to each have a terminal to use during the training sessions. We Introducing the project to public library staff. wanted active participation. This meant Judy Horn had prepared a PowerPoint that for the Orange County Regional presentation, which she had recently used, for Library System librarians, they would need a variety of purposes to inform people of the to come to UCI to utilize our teaching types of government information available via facilities. Because of the lack of parking the Web. We used this to go to meetings of and available classrooms when classes are library staff organized by the public library in session, this meant scheduling classes members of the Team. The audience was during UCI's intersession. invariably amazed at how much was available that they could use. What seemed to attract • As for the curriculum, after many many of them was how many of the standard discussions the group finally said, "You do reference tools were available via the Web. it. Then we can discuss details." The real 169 . 1999 Federal Depository Library Conference - Proceedings problem with this was 1 had a full schedule For the last few years I have been working with that put it off a little longer. However, the Russian librarians. University of Moscow extra time allowed the librarians to become students and other users to provide links to more Web literate and to think about useful free sites of information. We are at a questions they fielded over the desk that point when major revisions need to be made. might be governmental in nature. At the Librarians need resources that would help them same time, more and better equipment was learn methods of locating information. We installed in some of the libraries for use want to add more sites with educational with their public and affording them some information for librarians to the Russian- equipment to use for practice. American Cyberlibrary • Once the design was in place, we arranged the first 2 workshops. Each was given in a Locating Government Information on a Topic 4-hour block. Individuals were required to was one of those areas designated "under sign up to make sure each attendee was development." What we needed was a more able to use a computer terminal. Each class comprehensive guide for finding government was filled with 25 students. information to supplement the already developed pages, where users first went to the Creating the Web pages level of governmental jurisdiction and then clicked on specific topics. Once to this point, About the same time we were developing the the user then had to select another way to find workshops, two other projects converged on the information from the choices offered. It my desk. It was very obvious that all three was the first cut at helping faculty, students and projects had similar needs that might be met by Reference staff locate most used government utilizing much the same Web pages. information and had met with some success. More was needed, however. 2 parts of the Government Information home page Information on a Topic and Useful Databases with an idea I had thought about earlier. There and Searches. Our existing Web pages are similarities between a reference question addressed parts of those topics, but needed to received at a public desk and types of be expanded and pulled together in one place questions people using the Web might have. for the user. For use in the workshops, these These questions can vary from a request for a were all placed together, rather than being specific title, to information on a broad or separated out. They will soon be added to the specific topic, to just knowing that a specific UCI Libraries Web pages. agency has done some work on a problem and the newspaper just mentioned it. So, you start UCI Reference staff was requesting more help with the information you have and use the locating information when an experienced GID method most suitable to that type of staff member was not working at the Reference information. It may not make much difference desk. The creation of a methods page seemed who you are, the method used would be the to hold potential for this group as well. same. Librarians have expressed how much the existing sites help, but they want more. The methods I used centered around the Additional training for them will come at a later phrase. Select a method to match the date as well. information you have. The methods offered for selection are: 170 1999 Federal Depository Library Conference - Proceedings • FAQ's: Divided into broad subject areas, • Databases to identify publications and then specific questions asked and information sources: Many of these are answered. Takes a user right to a specific simply the Web version of bibliographic site where the answer should be found. indexes that identify publications on Less frustrating than making other choices. particular topics. Some link to full-text But, this method only covers selected sources, many do not. Probably of more topics. use at the university and research level than the small public library. • By selected major topics and level of government: If the major topic (e.g., So, in summary, I developed Web pages that environment or statistics) is a match with could be loaded onto the Government subjects on the Web page, then the user Information home page and the Russian- must select level of government. This links American Cyberlibrary and could also be used to existing Web pages created by subject at to help with the training of the public the different governmental jurisdiction librarians. With the training, I introduced the levels. The searchers may still have to do concept of beginning searches for government some searching of the listed sites to which information from the UCI Libraries home page, they are linked in order to find the answer. trying to make it familiar and useful to them through the workshops and beyond. • By broad subjects on major search sites: The first choice offered is INFOMINE Additional pages were developed specifically where level of government is not always as for the workshops and for later practice if important as the subject is. After someone wanted to practice or teach someone INFOMINE, then the choices are for else. The tools for self-training and helping various major search sites by level of others would be available for workshop government. User may have to make participants and others such as other public choices and search on more than one site librarians or users of the Russian-American before finding the needed information. Cyberlibrary. • By search engines: Another way to search The first drafts were not placed on the UCI by subject. We suggest selected search Libraries home page. Instead I placed them on engines that lend themselves to my Web pages to use with workshops and governmental searching. Also links to all discover those areas which would need major search engines, directories, and improvement. This proved to be a useful meta-search sites are provided. strategy because I did find areas that need changing or improving. • By level of government: Linked to a combination of sites already collected on Creating the Workshops the UCI Libraries Government Information it obvious in retrospect, the home page and others such as at the Though may sound University of Michigan. Many home pages biggest hurdle we had to overcome was the to these are formed around this concept. fact that we were not going make people experts in government information. That takes time. What we could do was • Finding full text Web publications: Many provide them with some of the methods and people are looking for a specific title in sites which government information Web format. Locating a place to look can Web the largest decision be a challenge. librarians use most. Then was developing an educational process that we 171 . 1999 Federal Depository Library Conference - Proceedings hoped would maximize the learning • We discuss what they did or did not find, experience for attendees. The basic principles problems they encountered, etc., as they go I applied were those we have found to work along. Because they did not all use the fairly well at UCI: same site or same question, many key points were made on how to search Web • Each participant has access to a computer pages and what may or may not be at the terminal so that they can do searches and site they searched. put into practice what they are learning. • Make sure there is at least one break and, if • There is both a Web page and printed possible, have people stand up and stretch handouts < http://sun3.lib.uci.edu/ periodically. "kcollins/workshopToc.html > for each participant. Those include: • Get them used to starting from a home page, such as UCI's, to use as their > Workshop Outline "anchor" or home base. This had more of a > Locating Government Information positive impact than I had anticipated. > FAQ's about Government They felt more comfortable with a familiar Information starting place. > Evaluating Web Pages and Search Engines • Provide them with information about some > Form for evaluation of the sites or subjects that they would never know without some help, e.g., for • Topics used for the class are tried out by many subjects, there may be more than the instructor prior to the class to make one site with the same answer. sure they work and that the instructor is prepared for questions which might arise. • Provide them with information on how to The instructor can also prepare other evaluate Web pages and search engines helpful remarks about searching specific sites. instance, I explained Web For about evaluating.html > . Apply that throughout patent searching and patent applications. the workshop through discussion and providing a worksheet < http://sun3.lib.uci. • Proceeding in stages, the instructor goes edu/'kcollins/formevaluate.html > for through each method of locating participants' use with each search to help information. Attendees are encouraged to them note and evaluate what they find. use their terminals and follow along. This gently forces or assists participants to evaluate the method and the site. • Then, for each stage of the class, students are given a topic to search. For these First, I created the Web pages Locating classes, I suggested they each pick one of Government Information use that same topic throughout the < http://sun3. lib. uci.edu/'kcollins/faqs. html > workshop. In this way they could compare They formed much of the basis and outline for each method and site against the same the workshop that used the methods in place question. Attendees then use each method on the Web page. Then I developed the to try to find the answer or some useful principles and design for the workshops. source of information. 172 1999 Federal Depository Library Conference - Proceedings The Workshop Outline it. At the end of the workshop, I again stressed that they could use the same information and Lessons learned, relearned or reaffirmed continue to practice with different topics. For topics, they could either use the ones in the • Plan and prepare ahead of time so you can FAQ's which would reinforce comparison of relax and enjoy the workshop different methods and may help users repeat visits to some sites, or, they could always use • When using a large computer lab, have questions that came to them at the reference someone available to "rove" around and desk. It also gave them a tool to use when assist with computer glitches, help those demonstrating to others how to find who may have fallen behind, or, answer government information on the Web. questions. Follow up to Workshops • Go slowly enough that people can keep up. Make sure they are up with you and A follow-up workshop is planned at one of the help those with a problem. regularly scheduled training sessions held by Orange County Regional Library staff. At that • Give attendees time to search on their own. session, a computer and projector will be used This is when discoveries often occur. to answer questions which attendees may have the training session. They encountered since • If you are going to be coming back to the can also provide information to their same site again and again during the their experiences have colleagues on what workshop and it is not the browser "Home" been. At the time this paper is being written, button, have everyone bookmark that site. not yet finalized the time for that we have It makes the workshop go much more I anticipate learning a deal meeting. good smoothly. It can be removed at the end of its results, etc. about the session, methods, the session if necessary. Attendees were encouraged to send comments • One person per computer was very on the workshop and the Web pages directly to important. These groups wanted to search me. The handouts and the Web pages and learn. I soon found that as soon as contained my address, phone number, FAX, they finished searching the assigned and e-mail. method or primary topic, they tried something else. For assistance with difficult questions, I also or the invited them to contact me UCI • Be willing to learn from your pupils. They reference desk staff. I encouraged them to first can be amazing. try their own depository librarian who attended session. This is opening up a continuing one • Encourage students to help each other. working relationship with these public service people. The best comment I received was • INFOMINE 173 1999 Federal Depository Library Conference - Proceedings and they usually found what they wanted URL'S faster through INFOMINE than with some of the other ways they searched. It also This paper: located sites they had not found through http://sun3.lib.uci.edu/" kcollins/dlcpaper.html other means. The new improved version is even better than before. Table of Contents for the workshop with links to all parts used: • Selected search engines are sometimes http://sun3.lib.uci.edu/' kcollins/workshoptoc. better than expected. For instance, when html using FAQ's we got right to the site for information on California propositions. UCI Government Information home page: Searching some of the other ways found http://www.lib.uci.edu/rrsc/gimain.html official sites and partial answers. Northern Light went right to the best site first. 174 1999 Federal Depository Library Conference - Proceedings Engaged Institutions: Using the Federal Depository Library as a Community Service to Address Regional Needs Timothy Sutherland Indiana University Nortliwest Gary, IN Introduction: Moving Towards More Engaged electronic access to governmental and related Libraries and Institutions statistical data. Existing data sources were perceived not to be in a usable enough or In February, 1999, the Kellogg Commission on current enough form. And existing data the Future of State and Land-Grant Universities profiles organized around the State of Indiana issued a timely report, Returning to Our Roots: as a whole or the Chicagoland area were not The Engaged Institution, which argues "we can specific enough to describe the unique organize our institutions to serve both local characteristics of geographic entities in and national needs in a more coherent and Northwest Indiana (e.g., neighborhoods, effective way. We can and must do better." communities, the region itself). Federal depository libraries in academic and other type of libraries have always existed to Developing a Context for Change serve more than just on-campus, ivory tower, or "scholarly" information needs, and therefore Below are trends or events that have been these specialized library government identified and applied to allow a specialized information services can help lead the way to library (the lUN Federal Government broader institutional engagement, towards depository collection and new Library Data contributing more directly to an improved Center service) or a wider institution (the lU quality of life for a defined geographic region. Northwest campus) to become more responsive to the needs of the wider Background: Governmental Related geographic area from which the campus draws Information and Data Needs in the Northwest its students and faculty (the Northwest Indiana Indiana Region region). In 1996, the government information librarian • Professional Service vs. Community at the Indiana University Northwest (lUN) Outreach/Public Service/Regional Library obtained university-wide "Strategic Engagement Directions Initiative" funding to create the Northwest Indiana Center for Data and Service to the library profession at the state, Analysis, in conjunction with the existing national, and/or international level is very Federal depository library collection and important but must not become valued more service. A needs survey documented the highly than or at the expense of effective and perception that professionals and organizations important community and regional based in Northwest Indiana desired more specialized service and research. Service that applies a and value added information services in order librarian's or classroom faculty member's to make more effective use of the increasing teaching and research expertise to a 1;75 1999 Federal Depository Library Conference - Proceedings community problem, or issue, develops an • "Engaged Institutions" and Related important and potentially fulfilling inter- Literature relationship between the three faculty roles of teaching/performance, research/professional In addition to the Engaged Institutions report development, and service. cited above, there are many additional reports, books, articles and Web sites on relevant topics • Indiana University Regional Campus such as service learning, problem based Excellence Initiative learning, interactive teaching, civil society and civic renewal, community based research, etc. In 1998, the five lU regional campus (see attached bibliography). chancellors obtained funding for an initiative to investigate "best practices" of similar • Seven Guiding Principles for Engagement regional/urban area campuses throughout the United States. Six cross campus The Kellogg Commission report outlines seven faculty/administrator committees have principles or guiding characteristics that define examined excellence in six subject areas, an engaged institution: responsiveness, respect including community and public service. for partners, academic neutrality, accessibility, Regional service and community outreach are integration, coordination, and resource integral to a commuter university campus partnerships. The last of these is especially because students and faculty usually live, work, critical since it is essential to obtain new and are parts of families and neighborhoods funding sources for creative initiatives, and near the campus, unlike residential campuses these sources can often only come by where students and sometimes even faculty identifying partner organizations with access to may develop their own separate campus based these resources. communities. • Act Locally, Think Globally • Community Service Inventories and Institutional Economic Impact While refocusing efforts locally and regionally it is equally important not to become isolated One way to analyze and better coordinate or removed from the interconnected and more community service related activities is to globally defined issues that have community survey and inventory all the current activities impact. One way the Library Data Center has engaged in by faculty, staff, administrators, and been able to focus attention to international even students - activities that target/benefit the impact on the community has been through a broader community. By inputting the data contract with the local regional World Trade received into a database, the information can Council to develop a survey and database of then be sorted and retrieved in useful outputs local companies involved with trade and other (by type of service, name of activity, person's international activities. name, university department involved, community sen^/ed, etc.). There are also • Student Enrollment, Retention, and Use of accepted multiplier variables than can be Library and Information Services applied to various types of service activities which can become part of an assessment of the Any attempt to grow your user base for library dollar value (economic impact) an institution and information related services will be has on/brings to a community or region. negatively impacted by decline in your traditional service support areas. For a university then that is (income) dependent on attracting and retaining students, there must be 176 1999 Federal Depository Library Conference - Proceedings a positive return on efforts to become more bring what the future library will need to be as visible in broader communities. Service close to the present as is possible. Below are learning is an example of involving students some ideas for implementing such a strategy. directly in a "learning laboratory," effectively applying theory to practical problems and • Customer "Obsession" helping students become interested in relevant learning and remaining lifelong learners. With whatever information services are offered, Many service learning classes relate well to there must be a component promoting library use and instruction since competency individualized service that provides at least a and problem based learning involves utilizing beginning measure of these services for free. A accurate information and data sources. service must produce a library customer who is satisfied and who has successfully obtained the • Quality of Life/Livability Quotients information and data requested. The lUN Depository Library and Data Center services In its broadest sense, a university or public provide government information for free as library exists to maintain and improve quality long as the need can be supplied in 1-2 hours of life. With lack of trust in most governmental time and as long as the data required is not part sectors, an often narrow focus on profit by of a "value-added" product. business, the existence of many fractured families and communities, divisive religious • Distributed Information Literacy Instruction bodies, etc., pressure is placed on education- related institutions to provide information, Since it is desirable to empower library service knowledge, and leadership to engage for users to search for information and data on community renewal and regional cooperation. their own, training workshops for groups and Libraries and university research expertise can organizations is another important service that help measure quality of life and determine if it should be provided and that is in current is improving. demand. Charging a fee for in-depth instruction is an appropriate way of gaining • Sustainable Regional Planning income for providing the free customer service listed above. Instruction can also be Communities must stop duplicating services distributed through technology means to areas and address problems through broader throughout the region (workshops and sessions collaboration and cooperation. Long term do not always need to be offered only at the (sustainable) planning needs to replace short central campus). term expediencies and pressures. Needs for both economic development and • Access to Content and Collections environmental quality must be addressed together. Universities have the expertise to Information and data services are not contribute to such planning and librarians as successful unless current, reliable, and generalists are able to see the big picture trustworthy information/data is either owned solutions and to help bring together the facts to by or accessible through the library providing promote informed decision making. the service. Therefore libraries must continue to invest in collections, subscriptions, and "Future Library" Services, Activities, and online access while at the same time helping Outcomes devise effective gateway and subject access to this vast amount of information content. In With change so much a constant it is wise to addition libraries must help evaluate approach innovation in libraries as a way to 177 1999 Federal Depository Library Conference - Proceedings information resources wliile not assist. Here is a list of some of the regional censoring/limiting varying points of view. committees that the lUN Government Information and Data Center librarian serves on • Value Added Information Products both to be of public service but also to provide contacts for current/future funding and Examples of value added information and data partnership: products are the following: lUN Community Outreach Partnership customized and formated online literature Regional Development Committee searches, lUN Community Resources Team assistance with actual grant writing, Northwest Indiana (NWI) Chapter of the community and industry data profiles, American Society for Public Administration marketing analyses based on reliable data NWI Geographic Information Systems (GIS) estimates and projections, Forum workshops on various topics (such as how NWI Quality of Life Council Indicators to use tool software), Advisory Committee administering surveys and analyzing NWI Regional Planning Commission results, Environmental Information Task Force building databases, NWI Winning Communities Economic Development Committee, and visualizing data with spreadsheet charts/graphics/presentation software, etc. NWI World Trade Council Database Committee. Since these requests require advanced skills and services perhaps not offered by the local Creative Information Services Management private sector, it is appropriate to charge or seek funding to provide these services which Effective administration of any service or are not otherwise easily available. It is of organization today relies on application of up- course very necessary to separate fee services to-date management practices. Below are from those requests for Governmental some considerations to take into account when information which must and should be always attempting to increase services and outreach be provided free to all regardless of ability to beyond the traditional boundaries: pay. • Freedom to Fail • Partnerships for Information and Referral Librarians and information specialists must be When requests for information and services willing to be risk takers. New ideas should be cannot be met by the library, it is very tried. When experiments fail, and many do, beneficial to have developed partnerships with simply move on, assessing each success and community and regional organizations, failure along the way. Failure must be because you are then able to knowledgeably expected in order to allow for real successes to refer the patron to the organization(s) that can emerge. Librarians with faculty status and 178 7999 Federal Depository Library Conference - Proceedings tenure protections can feel a little more • Avoiding Over-commitment and Stress comfortable that risk-taking will likely not jeopardize their career. Librarians are usually already on 1 2-month contracts, which means that taking on • Constraints and Challenges additional responsibilities with new sen/ices can be quite stressful. Libraries are one of the Academic libraries are often part of a public institutions that have typically not been able to higher education system that has each year discontinue or scale back traditional services received a smaller percentage of state funding. that have marginal benefit. Therefore one of Libraries are support units and do not the watchwords must be to "focus, focus, traditionally bring in income like faculty focus" on what is the most important. In teaching courses do (library budgets are addition libraries must plan and move quickly therefore easier to cut). Urban campuses are towards services that will be most needed in 5 often not as easy to access and may have to years - this type of environment is stressful fight images of not being safe, a perception of because so much in the future is unknown. lesser quality programs, etc. At the same time, universities are still seen by outsiders as • Assessment and Evaluation institutions with resources to bring to a community or region, not expecting to see the Outcomes from existing and new outreach need to ask for outside funding in order to services should by assessed in as many ways as provide new services. is possible - through evaluation forms, amount of funding received, willingness to pay, repeat • Opportunities and Advantages users of service, the contribution to student and faculty learning, etc. Universities and libraries have trust in society and are seen as a place where academic Conclusion: Towards the Future Library neutrality helps ensure objectivity. New services can often be priced reasonably using The above presentation is an attempt to identify existing space, taking advantage of issues that will allow a specialized government campus/library open hours that include information and data library and the broader evenings and weekends, and the already strong academic library organization to remodel itself customer service reputation that most libraries for tomorrow's needs. In this paper and have already fostered. presentation I have tried both to talk about outreach sen/ices for libraries as a whole and • New Sources of Income and Funding also to provide examples of how the government information and data sen^/ices at Outside funding can be obtained through Indiana University Northwest have tried to workshop training registration fees, "charging incorporate these ideas to become more by the hour," proposals and contracts, effective. Anyone who would like to contact foundation and grant funding, corporate giving the author to discuss further any of these ideas programs, state and Federal project funding is welcome to contact: including overhead dollars that come to the campus, and matching dollar funds. Tim Sutherland Reallocation of time, avoiding duplication of (219) 980-6946 sen/ices, utilizing volunteers, etc., are also Fax: (219) 980-6558 creative ways to allow existing resources to [email protected] stretch farther to support new endeavors. 179 1999 Federal Depository Library Conference - Proceedings Engaged Institutions Bibliography Metropolitan Universities (quarterly periodical) Michigan Journal of Community Service Eberly, Don E. America's Promise: Civil Learning, OCSL Press, 1994- Society and the Renewal of American Culture, Rowman and Littlefield, 1998 Mobilizing for Transformation: How Campuses Are Preparing for the Knowledge Age, Donald Building Community: Social Science in M. Morris and James L. Morrison, eds., Jossey- Action..., Philip Nyden, ed.. Pine Forge Press, Bass, 1997 1997 New Regional University: Summary Report of Janorski, Thomas. Citizenship and Civil the Workshop on Change and the Public Society: A Framework of Rights and Comprehensive University, August 3-10, 1996, Obligations..., Cambridge Univ. Press, 1998 Aspen Institute Program on Education in a Changing Society, 1997 Civil Society, Democracy, and Civic Renewal, Robert K. Fullinwider, ed.. Rowan and Promoting Community Renewal through Civic Littlefield, 1999 Literacy and Service Learning, Michael H. Parsons, ed., Jossey-Bass, 1996 Keane, John. Civil Society: Old Images, New Visions, Stanford Univ. Press, 1998 Lappe, Frances Moore. Quickening of America: Rebuilding Our Nation, Remaking Colleges and Universities: Partners in Urban Our Lives, Jossey-Bass, 1994 Revitalization, U.S. Dept. of Housing and Urban Development, 1998, Returning to Our Roots: The Engaged SuDocs# HH 1.2:C 68/3 Institution, Kellogg Commission on the Future of State and Land-Grant Universities "Community Service Requirements in Schools", in Issues and Controversies on File, Lisman, C. David. Toward a Civil Society: December 25, 1998 Civic Literacy and Service Learning, Bergin and Garvey, 1998 Community Works: The Renewal of Civil Society in America, ed. by E.J. Dionne, Jr., University of Illinois at Chicago Great Cities Brookings Institution Press, 1998 Program, Walshok, Mary Lindenstein. Knowledge University of Illinois at Urbana-Champaign East Without Boundaries: What America's Research St. Louis Action Research Project, Universities Can Do for the Economy, the Lifelong Learning Trends: A Profile of Using Active Learning in College Classes: A Continuing Higher Education, National Range of Options for Faculty, Tracey E. University Continuing Education Assn., 1994 Sutherland, and Charles C. Bonwell, eds., Jossey-Bass, 1 996 180 AMKHNPCL 1999 Federal Depository Library Conference - Proceedings How to Manipulate Federal Bulletin Board Files Greta Boeringer Pace University Law Library Wliite Plains, NY When I was an inspector, I visited a number of my assistant to begin checking microfiche in to smaller depositories that I thought would the paper shelf list she was maintaining, it benefit from automating check-in procedures. would double or more than double her work. I Many of them did not have the budget to get didn't want to do that. I knew I had to come shelf-listing services from Autographies or up with a solution where she could do more Bernan. I felt sure that one could make a shelf work in roughly the same amount of time. I listing system using a database program and the had to increase her efficiency. electronic data that GPO was offering, and I would suggest that to them. But I wasn't sure My solution was to implement my idea of an exactly how. automated shelf list using data from GPO freely available on the World Wide Web and When I came to Pace University, I got the Microsoft Access software that was part of the opportunity to try out my own idea. I had a Microsoft Office already on our computers. serious problem to solve. The microfiche had You can use whatever database software your never been checked in. I knew that if I asked library already has access to. Microsoft Access - [loc : Table] : E3 Bis £cl)l Yiew Jisert Ffirrttat Becorcis lods fflinclow hND 1 «udocs y iifln Agncullural Sla 1 OOOl-A 47/2 Agricultural Sta 0002 58/A Agncullure Dec 4 Agriculture Dep^ 1X102 116 Rural Telephons 3 0003 7S Agriculture Han 5 1 0004 A 75/2 Structural and F 5 000-1 75 Agriculture Ir^for 0CC6 A/inual Report 0006- A 93 43 Outlook for U S 9 0005- G Al 1/3 "Semiannual Re 10 0006- H A1 138 U S Oeparimer 11 0006- 93 Budget Estimat 12 0006-J 1/4-2 13 _ : _ aoo5-j 1/5 "Report on USD 0005-J A 1^ "Office of Inspec 15 i i 0006- 2/12 "Accomplishme 16 i 1 _ 0005- 2/11 0006- A 135 "Annual Report 18 0006- A 1/4-3 19 0005- 137/2, USDA Photo Fe 20 C006-R 135 Ag in the Class 21 0006-S .2/13 Fiscal YearPr 22 0009 9 Farmers' BuHeli 23 0010 2 General Publica 00 10- "Agncullure Out 25 of 1051S 1 n is First, I downloaded the List of Classes into a these two fields, but perhaps there an table. I added several fields to the List of electronic way to do it I haven't thought of. Classes table, including an agency field and a The fields here are information that applies to supersession field. I had to key the data into each SuDocs stem. 181 1999 Federal Depository Library Conference - Proceedings Secondly, I downloaded the Yes No list of Then I created a query that would select items selected for my depository into another records from the List of Classes that match my table with only two fields. I linked these two "Y" selections in the item list table. This tables using the item number field. creates a sub-table just for my selections called LOC Query. • ^ Microsoft Access [sheinist : Table] le Edit Insert Fsrmat Records loois Mndow uit|S About the PTO Paper 4/10/98 : 3 T58/SUPF Changes 10 Pat Papei 5/8/98 i UT 4 A Guide to Film Papei 8/13/98 i IN 3/4 Information cent MF 3/24/98 62 C 21 IN 8/3 The inventive thi MF 3/24/98 742 C 21 F 15 The Conference MF 5/4/98 i December 1996 1517 C 21 2 The Conference MF 9/24/98 < September 199) 559 C 21 2 PTO strategic ir Paper 3/24/98 i 1951 C 21 2 Project A3 Ma Paper 1/20/99 r 193B C 21 2 T 73/997 Tnlateral Statist Papei 1/13/99 r 71 C21 28/2 996/3 MF 3/24fl8 996/3 )uly, 1996 741 C 21 28/2 997/3 Information Dire MF 5/4«8 i 1S5B C 21 28/2 10/28/98 r Julj 1998 15 C 21 3/2 3^4/98 542 C 21,5/4. 3/24/98 ( 1D08 C 21 5 66 C 21 5 3/24,98 1559 C 3 134/5 10/7«8 r 18 C3 2S6/3 3/24/98 October, 1996 343 C 55 1/2 3/24/98 c jgec 1991. 1992, 19? 19" 1B18 C 55 209 Eanh System N 10/21/98 r quarterly, V 9 I September 19 C 55 327 3/24/98 ( ked 1995 to Dec. 1995 543 C 55 54 F 52/CD 3/24/98 : 0 c. April 1985 to D, January. 1998 1845 C 55 54 G5I/CD Global Precipita 12/2«8 r 238 C 55 54 H33/CD ;E5010 Alabama 3/24/98 ; Rocord. r~ m|»*| of 1947 Next, I created a shelflist table that was linked document. to the List of Classes table by the SuDocs stem. This shelflist table has the SuDocs stem, a The way it works is that each SuDocs stem has Cutter field, and then fields for the LC number, one record in the List of Classes table and as the title of the piece, format, date received, many shelflist records as I need to record each notes, serial records, and the date of the piece. 182 1999 Federal Depository Library Conference - Proceedings ^Microsoft Access -[loc Query zSerect Query] BIq] d fam jsupersessjon ^ j 'IP I . J.I .>«!>l J. \ Microsoft Access EcSt ^ew insert Fgrmat Becofds Tools ii^ndow fcjeip I'09 _ J AgrcuituieDepartmeni |AgrcJlur5 Dectsons [stmannualj (PJ ! of 1773 183 1999 Federal Depository Library Conference - Proceedings A The toughest part for me was setting up a form the form for the List of Classes table using the that displayed these two tables. I will set forth sub-form button from the toolbox. Another how I did it, since it is not easy and is not way to do it is to establish a "permanent usually explained in the manuals. relationship" between the two tables using the tools, and save it. The Wizard in Microsoft I created a form for each of the tables-the List Access will list both tables so just select the of Classes table and the shelflist table. Then I field in both tables for your form. embedded the form for the shelflist table into s&dcWns 184 1999 Federal Depository Library Conference - Proceedings I quickly realized that the form I had created in the wheel to redo that work. On the other Microsoft Access would confuse my assistant. hand, 1 do not have all my serials checked in to So I asked our technician to write me a Visual the Innopac and I may never have that. Basic interface that would allow her to check in material without having to look at a One little problem I had early on was with the confusing amount of data. He has created a dates. I had Microsoft Access put in today's for version 2 us now, incorporating date for the check in date. What I didn't improvements we learned about through using realize is that that date would update itself the database. As the assistant becomes more each time the record was visited. One other familiar with the system, she does work with trick is that sometimes my assistant has trouble the raw database for certain items and is with items where the SuDocs stem ends other increasingly comfortable in doing so. And I than at the colon. The best thing to do is to knew she would grow into it, I just didn't want keep a paper List of Classes handy and check to confuse her on the front end. 1 include what the SuDocs stem is for an item that some examples of the interface searching by doesn't come up. We will always need paper SuDocs stem. We also found that we had to no matter how automated we get. locate items we had entered from time to time, so he set up a search function for that. So how is it working? My assistant is delighted with the system and has been able to keep up So the elements of my system are the List of with checking in all items in roughly the same Classes table, which includes agency and amount of time it took her to maintain the card supersession data, as well as any other shelflist for paper items only. (Admittedly, I information that applies to the entire SuDocs have trimmed our selections). The time I save stem. A query is run using the Item Lister table her is: rolling the card into the typewriter and and a subset of the List of Classes table displays filing the cards once they are done. But in that contains only those items I select, a much addition she does not have to re-key the smaller table. Thirdly, a shelflist table is linked agency name, the title from the List of Classes, to the List of Classes data by SuDocs stem and the item number, etc. All that information is contains all the data that applies only to that automatically part of the record. All she has to piece. add is the information pertinent to the particular piece she is checking in, such as My system is not the best for serials. date, title of the piece, the Cutter, etc. Nevertheless, I have set up a serials field and do use it for some of them. Many are still I think this can be a low cost alternative for checked in manually. Like I always say, do automating documents. I am hoping it will be what works: If the manual system works better useful to smaller public libraries that want to (and we think it does) keep it. I think automate but can't afford or justify Marcive or ultimately that I would like to have all my Autographies. I hope this idea will stimulate serials checked in to our Innopac system. They each of you to think about ways that current already have figured out the whole serials free GPO resources can be used to lighten your problem and I feel that I would be reinventing load and that of your staff. 185 1999 Federal Depository Library Conference - Proceedings How to Manipulate Federal Bulletin Board Files James Mauldin U.S. Government Printing Office Wasliington, DC Topics • December 1 995 - All GPO Access products were made free to the public. November About the System ^ 1995, Internet access offered. Features Statistics . May 1 996 - FBBS made available via the Examples Web Background & History Users of the FBB Features Helpful Hints & Plans FBBS User Support • Some agencies use it to meet Americans with Disability Act (ADA) requirements. About the FBBS (Example, MSPB Summaries) • Accessible via: Telnet, FTP, WWW, or • Provides modem access to all levels - Modem supports speeds of 300 - 33,600 BPS • Provides immediate, self-service access to . Internet - FTP, Telnet, WWW Federal electronic information. Participating Federal agencies add files • Supports GPO Access with source files, remotely ensuring that their latest official sample questions and helpful hints information is available. • Quick way to make information available • Offers single files in a variety of formats via the Web; can also be a secure way • A component of GPO Access, it existed Alternative way to meet employee needs, e.g., prior to the 1993 law (P.L. 103-40). Senate forwarding e-mail; file sharing report 103-27 incorporated it into GPO Access. Who uses the FBBS? Background & History Organizations and/or individuals who: . 1989 - Started under Project HERMES: • Do not need (or do not have) real-time Supreme Court opinions placed online connectivity to the Internet (or a modem). • 1 992 - Reworked to deliver files for fee via • Need a quick, inexpensive way to deliver the Federal Bulletin Board. Files were (or retrieve) a single, downloadable file priced based on file size. All users needed a password and account approval. . Want e-mail capability 186 1999 Federal Depository Library Conference - Proceedings • Download files and exchange/or post Office of Foreign Assets Control messages. (OFAC) Environmental Protection Agency (EPA) FBBS Customers Top 20 Libraries, FY 1999 • General Public Library Total • Federal Depository Libraries > Shipping Lists, List of Classes, Profiles Shiplist98 7,318 Database Shipl99 5,411 Shipl97 3,834 • GPO Internal Customers Mfiche98 3,734 > Library Program Service (LPS) Class 2,634 10. Paper99 1,886 • Client Agencies: 12. Mfiche99 1,157 > Merit Systems Protection Board (MSPB) 1 8. Separate98 72 FBBS Usage Statistics Downloads by Fiscal Year 1^' Qtr 2°" Qtr 3^"^ Qtr 4"^ Qtr FY99 35,660 30,361 0 0 FY98 28,052 43,033 48,680 44,560 FY97 23,397 40,467 52,200 42,651 ^FY99 FY96 10,325 12,954 18,045 19,196 FY98 FY97 FY96 3rd 4th Qtr C3tr Helpful Hints Access to the FBBS • Contact the systems operator about • Dial-up: (202)512-1387 problems with the system - connecting, Settings: 8, N, 1 downloading, etc. • Telnet: fedbbs.access.gpo.gov • FTP: fedbbs.access.gpo.gov • Contact the agency representative or library • WWW: http://fedbbs.access.gpo.gov operator with problems or questions about file content Main GPO Access Web Sites: Refer to available online guides about GPO: New software version offers an online keyword search capability 187 1999 Federal Depository Library Conference - Proceedings Telnet or Dial-up Screen Telnet Address: fedbbs.access.gpo.gov Modem Number: (202) 512-1 387 DHIZIiaEnimBQBBBil^HBBBB^^ Cite EdS ecmactwn- Sea* Scrfet ffl«T .9MM{_M_.iMB^JlLMWgfJMM^-^^ „ I THE FEDERAL BULLETIN BOARD from the U.S. Government Printing Office A - GPO ACCESS Online Databases; Information B - Commerce Business Daily [Information Only] C - Congress and Legislative Agencies D - Federal Register and CFR (Selected) E - White House and Federal Agencies F - United States Supreme Court Opinions & Orders e - Miscellaneous File Areas H General Information on the Government Printing Office I - Federal Depository Library Information J - General (List of Available Products, Email, etc.,) S Search for a File by Name, Date, or Keyword T - List Files Uploaded 18-HAR-98 X - EXIT (Logoff the Board) Please enter the selection of your choice: J^amp^ttw j Num Caps i HdWj FBBS: FTP Screen FTP Address - ftp://fedbbs.access.gpo.gov Eite few ^iew fio Communcata- tjejj Name Last modified Size C) cbd/ 24-Feb-98 06: 36 class/ 24-Feb-98 06: 36 CJ congmisc/ 24-FGb-98 06: 36 Cl crime/ 24-Feb-98 06: 36 dll/ 26-Feb-98 11: 27 doj ada/ 26-Feb-98 11: 27 dts0198/ 24-Feb-98 06: 36 dts0298/ 24-Feb-98 15: 19 dts0398/ 17-Mar-98 14: 51 dts0498/ 24-Feb-98 06: 36 dts0598/ 24-Feb-98 06: 36 dts0698/ 24-Feb-98 06: 36 dts0798/ 24-Feb-98 06: 36 dts0898/ 24-Feb-98 06: 36 dts0998/ 24-Feb-98 06: 36 dtsl098/ 24-Feb-98 06: 36 D t ~r . _ 2 4 - F.^,b-QR J*". jOoauMntUora 188 " 1999 Federal Depository Library Conference - Proceedings FBBS Home Page URL - http://fedbbs.access.gpo.gov i'he federal Biillelin Board Online via GPO Access White Hpuse Prqanlzatlons Federal Aaencv Files ! OFAC SDN List, EPA Test Methods and Guid«llnes, Dally ury Statements, FLRA Doclslons Congressional and Legislative Information U.S. Supreme Court Opinions (1992-1998 Terms^ < FSS Information - Source and Help Files Cgmmsrgg BUSinesg PailV - Templates and Help Files Federal Depository Library Information - (includes Shipping Lists) View Alphabetical List of All File Libraries OR Download the User's Manual 0yfaxati-20Z Wednesday. March 04, 1998 Federal Agency Files on the FBB URL - http://fedbbs.access.gpo.gov/agencies.htm ..tie £dit ^Ew Dimmuiteatty 1 i£ , -it a ift ^ ^ at S »«* rc„t^;. R.ia«i Horn. 5««ch tMt l»nri Federal Agencies Posting Files on the FBB Cabinet Level Agencies n SBrvicBs Food and DruQ Administration jSodal Seg-irlty Admlnlstratign Z!C of Transportation >ederol Highway" AcrrTnlst-at on Other Federal Agencies and Offices Environmental PrgtettiOT Aqgncy CEPAj F edprai Labor Relations Aurhoritv (Fl RA) Internation al Trade Conimission ( ITC;) f Support Teambylr 11-202-512 1530 or II .^I3i5iai--^i--^i a^i!*id aifli mm\&\mm\ FedGtai Agency 1. '.. , ^ f^^iT£^?.ii?HM,-,.,.l „.y„t??^^? M Yml'M 189 1999 Federal Depository Library Conference - Proceedings FBB: Sample Agency Web Page URL - http://fedbbs.access.gpo.gov/oge01 .htm if ik ^ ^ ^ m IS The Federal BulleUn Board Online via GPO Access The U.S. Office of Government Ethics (OGE) The U.S. Onict of Covcniment Ethlct (OGE) issues informal advisory letters and r and comply with conflict of interest, post-employment, standards of conduct, and flna branch. The OOE distributes information in 2 file blirarics on the Federal Bulletin Board. The 61e areas listed below arc: OGE Advisory Letters and Memoranda and Format Opinions for 1973-1995 and OGE Policy Memoranda - DAEOGRAMS. OGE Opinions OGE DAEOG rams" Office of Government Ethics Home Page l_regirdlng this stnrice? Co t the GPO Access User Support Team by Internet e-mail at qpoaccettaqpc.qoY: by telephone it (202) 512-1530 or toll free at (888) 293-6498; by fax at (202) 512-1262. User Support • LPS Library Operator - James Mauldin, (202) 512-1698 GPO Access User Support Team E-mail: [email protected] Toll-free and local telephone: • User Support - Provided by the GPO • Local: (202) 512-1530 Access User Support Team via e-mail • Toll-free (888) 293-6498 ([email protected]), phone toll-free at • Fax:(202)512-1262 (888) 293-6498 or local at (202) 512- 1530. • E-mail: [email protected] Manipulating the Files • Hours: 7 a.m. - 5 p.m., Monday-Friday, excluding all Federal holidays Examples Hints Summary Exporting/Importing Data • A component of GPO Access (Public Designing a database Lav^ 1 03-40) • Before you use any software to actually build the tables, forms, and other objects • Existed since 1 990 (prior to GPO Access) that will make up your database, it is important to take time and design your • Systems Operator - Selene Dalecky, database. A good database design is the (202) 512-1608 keystone to creating a database that does E-mail: [email protected] what you want it to do effectively. 190 1999 Federal Depository Library Conference - Proceedings • Identify fields with unique values Hints for Database • Determine the relationship between • Determine the purpose of your database tables • Determine the tables you need in the • Refine your design database • Add data and create other database • Determine the fields you need in the objects tables Example - Creating a database Create field headings 191 1999 Federal Depository Library Conference - Proceedings Headings for a List of Classes database Importing the List of Classes into your database 192 1999 Federal Depository Library Conference - Proceedings Retrieve the downloaded file Import to newly created database ui'www.f^y^l^ffllllllliiliiM III I I 193 1999 Federal Depository Library Conference - Proceedings 194 1999 Federal Depository Library Conference - Proceedings 1999 Federal Depository Library Conference - Proceedings Select font & appearance 196 1999 Federal Depository Library Conference - Proceedings Example of a shipping list label Summary Questions/Contacts • The files contained on the FBBS can be • James Mauldin (Publications Management manipulated to provide local value added Specialist) services to each library or individual who • Phone:(202)512-1698 chooses to download these files. • E-mail: [email protected] 197 . 1999 Federal Depository Library Conference - Proceedings How to Manipulate Federal Bulletin Board Files David ]. Nuzzo State University of New York, Buffalo Buffalo, NY The Acquisitions Department at the University The site changed with the arrival of shipping at Buffalo took over processing of government list data availability on the Federal Bulletin documents in 1992. Vafious techniques were Board, and changed again when UTA chose to used to automate processing in those early leave the partnership. The programs and files days, utilizing dBase ill and word processing. can now be found at: < http://ublib. buffalo. edu/libraries/units/cts/acq/gpo/> In 1996, a QuickBasic program was created that took scanned shipping lists, automatically The University also undertook a document checked them against the library's inclusion scanning initiative, wherein library staff take list, and produced labels for those included documents of general interest and scan them, items. The University at Buffalo joined with making the scanned images available through the University of Texas at Arlington (UTA) to the online catalog, and also through a "popular make the matching programs and scanned index." Access is also provided to documents shipping list files available to all through the that are already available in electronic form Internet. Thus began the first official from the agency if they fit the criteria. The partnership between GPO and member popular index can be found at: 198 1999 Federal Depository Library Conference - Proceedings Writing the Depository Self-Study Gail Snider U.S. Government Printing Office Wasiiington, DC Steplien Henson Louisiana Tech University Ruston, LA Background specified in 44 U.S.C. §1909, which states that "the Superintendent of Documents shall make A recommendation from the spring 1994 firsthand investigation of conditions [in meeting of the Depository Library Council depository libraries] for which need is suggested the LPS (Library Programs Service) indicated." re-examine the depository inspection process. As part of this process, LPS developed a draft of In September 1996, LPS issued the Federal a self-study to be used by depository libraries. Depository Library Manual Supplement 3: Self- Throughout 1995 and 1996, LPS asked libraries Study of a Federal Depository Library. A scheduled for inspection to complete the self- revised version of this manual is available on study report voluntarily. As part of the "Federal the FDLP Web site Depository Library Program Information /su_docs/dpos/selfstud.html > . The Web Dissemination and Access Strategic Plan, FY version is the official text of the self-study ," 1 996 - FY 2001 LPS modified the focus of template and supersedes the printed manual. the inspection program. Under the re-directed program, inspectors would visit those libraries In the preface to Supplement 3, LPS gives two that satisfy at least one of four criteria: primary purposes for the self-study. The first is to give the documents librarian as well as the • The library did not meet depository library administration an opportunity to assess standards established by GPO. the library's compliance with Title 44, Chapter 19, and other GPO regulations in advance of • The library had never been inspected. an inspection visit to determine the library's compliance with Title 44, Chapter 19, and • The library requested a site-visit from an other GPO regulations. inspector. Secondly, the self-study report can help the • The library reported exemplary services or documents staff and library administration accomplishments, including a new determine how the library is addressing issues building. such as the collection development policy for documents, the library's compliance with ADA standards, and public access to depository In June 1996, LPS adopted the self-study in electronic forms. instrument as an evaluation tool for use by material print and depository libraries. Each depository library of the self-study can be to inform will submit a self-study report to LPS, which Another use library administrators, trustees. will determine the libraries that will be and educate inspected. The basis for inspections is 199 1999 Federal Depository Library Conference - Proceedings city officials, or college administrators about • 1 week before the due date. Documents depository needs. librarian should mail the self-study report and addenda. The library can do a self-study at any time, not just when requested by GPO. The self-study • Due date set by LPS. Libraries are notified report can also be used for library or other if a self-study was not received by GPO institution accreditation. from them. The depository self-study is now an integral • During the next 3-months, library part of the inspection process. Each year, LPS inspectors group the self-studies by state requests self-study reports from a group of and review them. depository libraries based on the date of the last on-site inspection. In writing the self-study, • 6 weeks before an on-site inspection. librarians are faced with the challenging task of Depository library candidates for inspection describing on paper the depository operation and their Regional are notified and in a library. inspection dates set. Time Line for the Self-Study and Inspection • 4 weeks before an on-site inspection. The documents librarian being inspected and The following time line gives the approximate their Regional librarian will receive a report sequence of the self-study inspection and titled "Self-Study Evaluation: Summary of process. Findings and Recommendations" with a confirmation letter and a copy of the • Immediate action. The documents librarian pamphlet "How to Prepare for a Library should begin gathering documentation and Inspection." drafting answers to the self-study. • 4 weeks before on-site inspections of • 6 months before the due date. Informal depositories in each state to 8 weeks after, notification and announcements at documents coordinators and directors of professional meetings and in Administrative each depository library not being inspected Notes of depository libraries that will be in that state and their Regional librarian required to submit a self-study to GPO in receive a report titled "Self-Study the upcoming inspection - self-study cycle. Evaluation: Summary of Findings and Recommendations" and a letter confirming • 3 months before the due date. LPS they have passed GPO's inspection process formally notifies libraries via a letter to the based on their self-study. documents librarian to submit a self-study report. . • 6 to 8 weeks after an on-site inspection, the documents coordinator, library director, • 3 weeks before the due date. The and the Regional librarian will receive a documents librarian should finish drafting copy of the report titled "Inspection Report: answers and begin editing the self-study Summary of Findings and report. Recommendations" based on their on-site inspection. • 2 weeks before the due date. The documents librarian should finish editing the report and the library administrator should sign it. 200 . 1999 Federal Depository Library Conference - Proceedings Preparation • The library strategic plan. This should describe the role that the depository Generally, the LPS staff will give the collection plays in the larger context of the documents librarian three months' notice to library as a whole. prepare the self-study. In the typical depository library, the documents librarian will find that • Other institutional documents, such as the initial self-study report will take longer than library collection development policies or three months to complete. Depending on other publications that influence the changes in the self-study format and the library, documents collection. later self-studies may be completed faster. B. Notify Appropriate Stakeholders A. Gather Documentation Communication with appropriate stakeholders Before writing the self-study, the documents is an important key to writing a good self-study. coordinator should gather documents that relate to the depository operation. • The library administration. Communicate with the library's administration about the • Previous inspection reports. If the importance and implications of the self- depository has been inspected previously, study. Explain the procedure for the self- these will indicate weaknesses as well as study. Enlist the administrator's support in strengths previous inspectors have the process. Explain that writing the self- identified. If previous inspection reports study may take time away from other are missing from the depository's files, activities. contact the Regional or LPS. • The documents support staff. These • Departmental or library annual reports. individuals can contribute valuable These can provide previously stated goals knowledge of the self-study process. The and list accomplishments. Annual reports support staff may be able to write some may also include statistics. sections of the self-study. • The library's collection development policy • The Regionals. GPO will notify the for Federal Government documents. This Regionals about which libraries under their important document should indicate which purview must turn in a self-study. The subject areas the library collects and Regional may have a workshop on writing provide a rationale for those decisions. the self-study. Information about writing or revising the documents collection development policy • Geographically proximate depositories. is presented in the Federal Depository Generally LPS will request self-studies from Library Manual Supplement: Collection most or all depositories in a state at the Development Guidelines for Selective same time. Neighboring depositories can Federal Depository Libraries (September provide collaborative assistance in writing 1 994), < www.access.gpo.gov/su_docs/ the self-study. E-mail is a good way for dpos/coldev.html > depositories to communicate about the self- study. • Policy and procedures manuals related to the depository operation processed. 201 1999 Federal Depository Library Conference - Proceedings C. Set Deadlines and Meet Them also improve the readability of the self-study report. The prudent librarian will allow plenty of time to do the self-study. The report will take longer A. Format than a week to write. Early in the drafting phase of the self-study, set a completion date The structure of the report is important. By that is at least 2 weeks before the report is due deciding in advance how the report will be laid to LPS. After completing the draft of the report, out, the documents librarian can save time set it aside for a few days, then re-read it for later. The finished report should include the omissions and inconsistencies. Try reading it questions with the answers inserted. This from the viewpoint of someone who is not format is easy to do using word processing familiar with the library's depository operation software or the depository staff. If possible, ask someone outside the library to read the report. Decide in advance on several factors: D. Check Computer Equipment • Font. A very small (8 point or less) or very large (14 point or greater) font size is not Writing the self-study report is a major appropriate. The smaller font is difficult to investment of time and energy for the read while the large font makes the report documents librarian. Before writing the larger than need be. A font of the same answers, the documents librarian should size as the template (12 point) is ideal. download the text of the current self-study questions from the FDLP Web site. If computer • White space. Create a visual difference equipment does not meet minimal technical between the questions and the answers on standards, the depository may not be able to the self-study report. Double space download it. Then the Regional can furnish a between the question and the answer to copy of the current self-study. Discard older provide white space. versions of the template to avoid confusion. Be certain to have a secure copy of the report so • Value. Another way to differentiate no one, either library users or staff, can type between the questions and answers is over or inadvertently erase an only copy. through the use of bold, italic, or regular type. Consider using bold or italic type for Writing the Self-Study the questions and regular type for the answers The process of writing the self-study calls on the skills of technical writing: creating, B. Audience designing, and transmitting technical information so that people can understand it Defining the audience will help shape the easily and use it appropriately. (Markel, p. 2) report. Consider the audience for the self-study While all of us write policies, procedures, report: training manuals, and even self-studies, few of us have had formal training in technical • The GPO inspection team. They will writing. of Most us learned by doing and by evaluate your report and determine if making mistakes along the way. For those further information or action is needed. depository librarians faced with writing the self- Because each inspector has worked in a that study, we have some suggestions we think depository library, he or she is familiar with will facilitate the process for the librarian and the best practices of depository management. The inspectors will 202 1999 Federal Depository Library Conference - Proceedings recognize poor management techniques as acronyms and terms can confuse the well as attempts to obfuscate. In addition, reader. Explain any acronyms or local the inspectors are reading dozens of self- terms to avoid confusion. study reports each year. The documents librarian should have some compassion on • Concise. The writer often has a difficult the inspectors and make the self-study as time knowing how much detail to include easy to understand as possible. in an answer. A concise answer to a question on the self-study will be long The self-study supplants the on-site inspection enough to include all relevant material report for many depository libraries and will without floundering in details. Depending serve as a record of depository operations for on the circumstances, a concise answer that time period. It will go in the depository's may be as short as a couple of sentences or files at GPO and its Regional library and be a as long as a couple of pages. The length of main reference tool for information on that the answer is not as important as the library. completeness of the answer. • Library administrators and officials. • Consistent. The writer (the documents Administrators, library's board members, librarian) should help the reader (the GPO college or university officials, or others inspector) to understand the report by who use this and other similar reports from presenting the material in an appropriate institutions as a measurement of where and predictable manner. Put the report their institution is at the time. away for a couple of days, then read through it again looking for inadvertent • Documents department staff. The self- inconsistencies. study report creates a snapshot of the department. The self-study can be a tool D. Finishing Touches for learning about the department, and refreshing knowledge about GPO After all the hard work that goes into writing requirements. Each question has been the self-study, the documents librarian will included in the self-study for a reason. The want to present the results in a professional- writer may want to ask, "Why is this looking format. question here?" "Where is this topic addressed in depository literature?" before • Cover page. The report should have a answering it. cover page following the self-study template. It should include the library and C. Writing Style institution's name, location, zip, depository and U.S. Congressional district numbers, A well-written self-study will be clear, concise, the names of the library director and and consistent. documents librarian, phone and fax numbers, e-mail address, and the date the • Clear. The reader must be able to self-study was submitted. understand the answers presented in the report; therefore, the writer should present • The date it was written should be an answer that is clear, logical, and someplace on the report. unambiguous. Answers written in the active voice tend to be clearer than those in • Contents page. The contents page should the passive. Where possible, write the list the major sections of the self-study. A answers in the active voice. Local well-organized contents page can help the 203 1999 Federal Depository Library Conference - Proceedings inspection team understand the scope and • The library's access policy for users of organization of the self-study. In addition, depository material (Section IV, Question the contents page can serve as a checklist 1). to remind the documents librarian to include all relevant parts of the self-study. • The procedures manual for processing The complete self-study package should documents (Section II, Question 5). include the following parts: • The binding policy for documents (Section > Cover sheet III, Question 1). > Contents page > Text of the report • The replacement policy for documents in > Addenda (as described the following (Section III, Question 2). section) • Selective housing agreements, if any. • Staple the report. An elaborate binder is not necessary and takes up limited file Other attachments are optional but often space at LPS. The addenda can be paper helpful: clipped or stapled to the main body of the report. • a map of the library with locations of the documents service points, offices, and • The average self-study is 20-25 pages, with other items mentioned in the self-study. an additional 1 0 pages of addenda. However, the larger and more complex the • An organization chart of the library depository operation in a library, or more showing the position of the documents changes that must be described, the longer librarian in the library administration. and more complicated the self-study report will be. • Annual reports for the documents department. Five years of annual reports • Make 3 copies of the finished report. Send are usually sufficient. one to LPS, one to the Regional, and keep files. is sent one in the Make sure a copy • Position descriptions for the documents at the to the Regional as well as GPO same librarian/s and staff who process depository time. material. • Allow at least one week for mail or • Other documents and material that will package delivery. help the inspection team understand the self-study. Suggested Addenda to the Self-Study Common Errors There are several items that should be attached as addenda to the self-study report. The text of The inspection team has identified several the self-study asks the librarian to include 6 problems that the careful writer will want to specific documents. The 6 required avoid. attachments are: • Incomplete answers. Writers often do not • written collection policy The development include enough information in the answers. for documents (Section I, Government Each answer should provide all relevant Question 5) 204 1999 Federal Depository Library Conference - Proceedings information that the inspection team needs > Section II, Question 1 describing to understand the situation. recording items to the piece level. Each format should be addressed. • Misleading information. Writers sometimes Actual procedures do not need to be give a misleading answer because they included as much as a description of have not read what they have written how each format is handled. Include a carefully, do not understand the question, description of what information is or do not fully explain terms, such as available on the check-in record. Many acronyms or local terminology. depositories have over time used a variety of techniques (card files, • Overlooked or ignored questions. The computer databases, or on-line check- documents librarian must answer each in) to record depository receipts. Be question in the self-study or explain why certain to describe each component in the question is not applicable to the the library's holdings record. library's situation. Check the completed report to be certain that no questions were While challenging, writing the self-study can overlooked. be a valuable experience for the documents librarian. The self-study process gives the • Answering questions with "yes" or "no" library an opportunity to closely examine all without an explanation. The answers to aspects of the depository operation in a library most yes/no questions should include an at the depository coordinator's pace and from explanation. For some a sentence will his vantage point. The self-study will identify suffice, others will need several paragraphs. weak areas where the library can improve services. At the same time, the report will • Discrepancies between the library's self- identify areas of strength where the library study, access or other policies, and/or should continue to offer optimum services. information on the Web page. After completing the self-study report, the depository library will have a baseline of • Specifically troublesome questions have knowledge the depository staff has created on been: which administrators and librarians can take steps to improve the delivery of Government information to library users. > Section I, Question 1, identifying titles from the "Basic Collection" that are available in the depository. Each title Citations can usually be answered with a check if received. If not received, or received article cited in an electronic or commercial version, The by Henson below includes this should be noted. suggestions on writing the self-study. In addition, most libraries will have books on technical writing. These books may include > Section I, Question 8, identifying current indexes. The librarian should other suggestions that will be useful in writing the depository self-study. mark only those titles the library currently purchases. Electronic equivalents should be noted. Do not "Exhibit 1: Federal Depository Library Program: Information Dissemination Strategic mark items received at a nearby and Access - ," depository. Plan, FY 1 996 FY 2001 Report to the Congress, Study to Identify Measures Necessary For a Successful Transition To a 205 1999 Federal Depository Library Conference - Proceedings More Electronic Federal Depository Library McGarr, Sheila M., "Self-Study of a Depository Program Gune 1996) CP 3.2:EL2/3/FINAL. pp. Library Progress Report," Administrative Notes, ElO-Ell. V.I 8, no. 8, (May 15, 1997), pp. 27 - 30. www.access.gpo.gov/su_docs/dpos/ad051597. Federal Depository Library Manual Supplement html 3: Self-Study of a Federal Depository Library (September 1996) CP 3.29:D 44/993/supp. 3 Markel, Mike. Technical Communication: www.access.gpo.gov/su_docs/dpos/selfstud. Situations and Strategies. 4'*' ed. New York: St. html Martin's Press, 1996. Henson, Stephen, "Readers Exchange: Hints on Snider, Gail, "Self-Study: Review and Fol low- Writing the GPO Self-Study," Administrative Up," Administrative Notes, v. 18, no. 8, (May Notes, V. 18, no. 14, (November 15, 1997), pp. 15, 1997), pp. 31 -34. 9- 12. www access.gpo.gov/su_docs/dpos/ad051 597. www.access.gpo.gov/su_docs/dpos/ad1 1 1 597. html html 206 1999 Federal Depository Library Conference - Proceedings Department of Veterans Affairs Internet World Wide Web Server Walter Houser Department of Veterans Affairs Washington, DC Overview and system software, permitting program offices to have a Web presence without the The Department of Veterans Affairs (VA) costly overhead of a production facility. Internet World Wide Web (WWW) server is a worldwide resource that provides information Meeting Our Customers' Needs on VA programs, veterans' benefits, VA offices worldwide, and VA medical automation VA is committed to using < www.va.gov> to software. Since September 1994, the VA meet the needs of our external customers: WWW has served several major constituencies veterans, dependents, veterans service including the veteran and his/her dependents, organizations, and citizens. The following is a veterans service organizations, the military, the summary of the major sources of information public, and VA employees around the world. that are available on the VA Web Server: During the month of February 1 999, the VA WWW provided 2.4 million document views • VA Forms - VA posts forms on the Internet, in nearly 325,000 sessions. There are over makes them interactive, and tests them for 150,000 documents on the server. accessibility and print quality. Currently, most electronic forms on the server have to This WWW service is available 24 hours a day, be printed and completed manually. VA is 7 days a week, to veterans via the Internet. adding interactive fields and controls to Internet mail is also available to allow veterans these forms, as well as formatting them so to make specific inquiries and receive official that the Web search engine can locate responses from VA staff. These documents are them with greater reliability. easily accessible and richly linked from their table of contents, as well as searchable by a • Veterans Service Organization Database - keyword. Personnel across the Department This database provides employees, have made substantial contributions to the high veterans, and the public with details of quality of this Web site. dozens of veterans organizations at both the national and state level, including, VA's home page at < www.va.gov> is the when available, links to the electronic product of Department-wide cooperation, with services of each VSO. contributions from the Veterans Health Administration (VHA), the Veterans Benefits • Federal Benefits Manual for Veterans and Administration, the Board of Veterans Appeals, Dependents - A general directory of and the Offices of Public Affairs, Planning and resources and eligibility information, as Analysis, Information Resources Management, well as detailed organizational listings of Finance, and Acquisition and Materiel VA Central Office, and all VA benefits and Management. Since the inception of the Web healthcare field facilities. site, VHA has provided the hardware platform 207 1999 Federal Depository Library Conference - Proceedings • What Are My VA Benefits? - A collection Server Usage Patterns Are Evolving of current fact sheets on frequently asked questions related to VA compensation and Over the past 1 2 months, the number of pension, insurance, home loan & sales, and sessions per month has leveled off at 330,000. education benefits. During this period, both the Veterans Benefits Administration and the National Cemetery • Boards of Veterans Appeals Decisions Administration have established their own Web 1994-97 - Over 75,000 decisions of the servers and sites, drawing their respective Board are available for searching. This is a clientele toward these services. Likewise, convenient tool used by veterans and numerous VA medical centers and regional veterans service organizations to research offices have set up their own Web sites offering the Board's findings to determine claim both general and specialized sources of precedent. information. As program offices become more experienced and their services more • 1-Stop Customer Service Inquiry Page - sophisticated, the value of independent The VA customer service team ansv^ers operations becomes more apparent. However, electronic mail messages from veterans and the hypertext links on Web pages enables other members of the public. Where to Go seamless movement from one site to another. For Help - VA list of toll-free phone So new Web sites and services can be readily numbers for the convenience of veterans incorporated into existing Web pages, allowing and dependents, including VA benefits, life customers to move smoothly through the entire insurance, debt management center, virtual VA. CHAMPVA, headstones and markers, Persian Gulf Hotline and A session is the series of Web pages attributed telecommunications devices for the deaf. to a given user or a personal computer. A session identification code is created in the • Facilities and Leadership Directory - visitor's browser cookie file for the purpose of generating this usage data. does not collect contains a complete list of all VA facilities VA complete with addresses and telephone these files; nor do these files contain any numbers, a profile of each medical center personal identifying information on Web site expires after and pictures of many facilities. visitors. When the cookie 24 hours, the next contact with the Web server creates a new cookie and a new session. • VA Research - A Research Projects Database containing approximately 1,400 Hence, an individual may create several in given records of currently active VA-funded sessions a month. research programs and projects and is of sessions is steady, the updated quarterly. Although the number number of hits sharply increased in the fall of 1998. A hit is the downloading of a Web page • VA GILS - The Government Information or image associated with a Web page. A single Locator System (GILS) is a "virtual card page can generate multiple hits; the more catalog" providing pointers to VA-held other objects on the page, the information dissemination products, such images and greater the number of hits. This effect can be as books, publications, studies, automated mitigated careful page information systems, and Privacy Act somewhat by Web Systems of Records. coding. A large number of page objects is not necessarily undesirable. We have undertaken 208 1999 Federal Depository Library Conference - Proceedings to improve navigational aids, resulting in a containing information pertaining to their greater number of images. Furthermore, employees. certain showcase applications will involve a large number of images and sound files. These Not later than five years after enactment, applications demonstrate the leading edge of Executive agencies are to provide for the Web technology, encouraging management option of the electronic maintenance, support for further initiatives. Nevertheless, submission or disclosure of information, when care must be taken to provide low tech practicable, as a substitute for paper. OMB alternative sites for bandwidth-challenged issued draft guidelines for comment. These users. guidelines provide a road map for agencies to follow in implementing GPEA. Agency Along with the hit rates, session lengths also Webmasters will play a key role in the rose sharply last fall. This suggests that VA implementation of this legislation. customers were visiting more pages, or that VA's pages were becoming more complex, or Public Key Infrastructure - Presently, the cachet both. of the agency domain name provides the first and often the only authentication for Web Issues Facing VA Webmasters documents. The framers of GPEA understood that the Federal Government needs to Electronic Records Management - Agencies implement a public key infrastructure that have come to depend on electronic versions of private industry supports. Moreover, policies and procedures found on their Web Webmasters need effective technology for sites and those of other agencies. Agencies documenting the custody and online with many field stations cannot afford one or maintenance of electronic documents. We more clerks at each site to organize this must be able to determine with certainty who information on paper. Web sites may become did what to a document, and when. the cornerstones of agency record keeping. Paper documents are being converted to Relying on the Web for authoritative electronic media to allow full text indexing and documentation is easy and relatively cheap. searches, computer-assisted quantitative and Although a bargain for the agency as a whole, qualitative analysis, hyperlinks to related control and integrity of the electronic records documents and files, and support access from are neither easy nor cheap. If official records anywhere in the world. appear on Web sites, keepers of the sites will have to limit privileges to those with the Government Paperwork Elimination Act appropriate rights. (GPEA) - GPEA provides authority for acquisition and use of alternative information Access for the Disabled - VA is addressing technologies as a substitute for paper and for access for the disabled on VA Web sites. VA the use and acceptance of electronic has 481 visually-challenged employees. VA signatures. OMB in consultation with the statistics show a veteran population of over National Telecommunications and Information 100,000 with some visual disability. Web Administration is to develop procedures for the page authors need to understand the value they use and acceptance of electronic signatures not add for the blind when they use text to later than 1 8 months after enactment of the describe their graphics. Moreover, the blind GPEA. Also, not later than 18 months after have difficulty completing forms online on the enactment, OMB is to develop procedures for Internet. Scanned photocopies of forms are not private employers to store and file readily interpretable by the software that the electronically with Executive agencies forms blind use to read text. 209 1999 Federal Depository Library Conference - Proceedings Conclusion major issues can be disseminated for the widest possible dissemination is of great importance VA program and staff offices have come to rely and value as new initiatives and topics emerge. on Web-based communications, mirroring the The Department's management and staff now explosive growth of the World Wide Web. think of < www.va.gov> as one of the most The ability to publicize special emphasis effective means of getting the news out. The services, policies, standards and other offerings agency's and Webmaster's challenge is to of the Department has been an unqualified deliver on this expectation. success in achieving the immediate goals of each effort and in advancing VA's presence as a service driven agency^The speed with which Number of User Sessions (in Thousands) 400 - 350 - 300 " 1 II 250 200 150 - 100 - 60 - ""1 r Mar-98 Apr-98 May- Jun-98 Jul-98 Aug-98 Sep-98 Oct-98 Nov-98 Dec-98 Jan-99 Feb-99 Average User Session Length (in Minutes) r p n -98 Apr-98 May-98 Jun-98 Jul-98 Au9-98 Sep-98 Oct-98 Nov-98 Dec-98 Jan-99 Feb-99 210 1999 Federal Depository Library Conference - Proceedings Number of Successful Hits for Entire Site (in miliions) h- ,.i L , L Mar-S8 Apr-98 May-98 Jun-SS Jul-SS Aug-98 Sep-SS Oct-98 Nov-98 Dec-SS Jan-99 Feb-99 211 1999 Federal Depository Library Conference - Proceedings National Climatic Data Center ]ohn Hughes National Climatic Data Center Asheville, NC Department of Commerce Organization Chart International Partners U.S. Department of Cornrnerce • World Meteorological Organization National Oceanic and Atmospheric • International Council of Scientific Administration Unions National Weather Service • World Data Centers National Environmental Satellite, Date, and • Bilateral Agreements Information Service • Intergovernmental Panel on Climate National Geophysical Data Center Change National Oceanographic Data Center • UNESCO National Climatic Data Center Climate Data & Information Mission Climate Description / Reference Data Bases / Archive, Access & Describe Access Manage Global Environmental Data Scope of the Mission - National & Global Acquire / Ingest • Access "Supporting the development of the national • Archive economy in a global environment since the • Standards mid-1 900's." • Certify • Quality Control All disciplines of the national economic • Analyze infrastructure National Partners Making the U.S. economically competitive • NASA • Consumer goods • DOD • Investments • EPA • Communications • USDA • Construction • DOE • Aviation • DOS • Transportation • DOT / FAA • Agriculture • USGCRP • Energy • NSF • Insurance & Reinsurance • DOI / USGS • NOAA (NOS, NWS, NMFS) National Security 212 1999 Federal Depository Library Conference - Proceedings Policy 35mm & 16mm Film 125,129 rolls = 2,340 miles Sustainable development (Washington to Los Angeles) Applications of NCDC Data by Industry Group Microfiche 1 .2 million pages =114 miles Consulting Meteorologist - Provide expert (Washington to Philadelphia) testimony in court Depository Library Program Legal - Evidence in court cases All Government agencies are required to Insurance Industry - Rate determination, claims participate under U.S. Code Title 44 - Public settlement Printing and Documents Individual - Use in recreation, retirement, Chapter 19 - Depository Library Program entertainment, vacations Section 1901. "Government Publication" Engineering - Provide guidance in the design means informational matter which is published and construction of facilities / infrastructure as an individual document at Government expense, or as required by law Business - Sales impact, site relocation, environmental impacts Section 1902. Government Publications, except those determined by their issuing NOAA / Government - Research, components to be required for official use only investigations, legal, claims, risk management, or for strictly administrative or operational policy guidance/support, etc. purposes which have no public interest or educational value and publications classified Research - Environmental issues, science for reasons of national security, shall be made studies, weather prediction, etc. available to depository libraries through the facilities of the Superintendent of Documents Digital Data Archive for public information NCDC's digital holdings would fill 1,000,000 NCDC furnishes copies of all serial CD-ROMs publications • 60 times the volume of data held by the • Climatological Data (45 states, some Library of Congress, or combined) • a stack of CDs equal to the height of • Local Climatological Data (270 cities) five Empire State buildings • Hourly Precipitation Data (44 states, Non-Digital Data Archive some combined) Man uscri pt/Autograph • Storm Data (all states in one issue) 200 Million pages = 37,878 miles (1.5 times around the earth) • Monthly Climatic Data for the World (all countries in one issue) 213 1999 Federal Depository Library Conference - Proceedings Also NCDC Data sets on CD-ROMs NOAA Weather Charts National Climatic Data Center Periodical Copies distributed initially in paper form Publications In the mid 80's some libraries accepted Polar Ice microfiche Probabilities of Temperature Extremes in the USA Version 1.0 Climatological CD-ROMs Radiosonde Data of North America Quantity of climatological data distributed On 1946-1996 CD-ROMs Solar and Meteorological Surface (terabytes) Observational Network The Maury Collection, Global Ship Observations 1792-1910 Time Series of Global Monthly Vegetation Cover from NOAA/AVHRR 1985-1997 U.S. Divisional and Station Climatic Data and Normals Version 1.0 U.S. Navy Marine Climatic Atlas of the World Version 1.1 United States Snow Climatology NCDC CD-ROMs Funding versus Data CLIVUE g| Tolal Data (lerabylas) Coastal Marine Automated Network Station and Buoy Reports and Summaries Global Climate Normals 1961-1990 Global Daily Summary Global Historic Fields Version 1 .0 Global Tropical and Extratropical Cyclone Climatic Atlas Version 2.0 Global Upper Air Climatic Atlas FISCAL YEAR Hourly U.S. Weather Observations 1990-1995 International Surface Weather Observations Depository Library Program International Station Meteorological Climate Summary Version 4.0 No funding for this service. MM4 Meteorological Data Copies of publications requested by nearly 600 NCDC Cooperative Station Data depository libraries, the Government Printing 214 1999 Federal Depository Library Conference - Proceedings Office, the NOAA Central Library and the Library of Congress. Last year's printing costs were nearly $3 IK. Last year's mail costs were nearly $30K. Starting with FY 1998, to lessen strain on our budget: • Copies of all serial publications are now distributed on one CD-ROM every quarter • Serial publications are made available on-line via NOAA National Data Centers On-line Store http://www.nndc.noaa.gov/phase3/product accm.htm • Passwords have been provided to libraries for access to all publications prior to quarterly CD-ROM shipments • NCDC's cost of mastering and set up for each CD-ROM is approximately $1 .3K (less for quarterly CD-ROMs) • GPO covers cost of CD-ROM duplication for libraries. 215 1999 Federal Depository Library Conference - Proceedings National Cancer Institute and Depository Libraries: A Productive Partnersliip Nancy Brun National Cancer Institute Bethesda, MD Hello! I am very pleased to be here at the This Act established the National Cancer Depository Library Conference. Because this is Institute; established a targeted research the first time we have had the opportunity to program (up until that time NIH research was tell you about some of NCI's activities, not targeted at any particular disease); and programs, and products, I thought it might be made the conquest of cancer a national goal. productive for me to put things into perspective and give you a little history and background on Again, during the late 1960s, with cancer rates the Institute itself before telling you about the still rising, the conquest of cancer took on even communications program in which you, the more urgent significance and motivated an depository libraries, participate. intense public campaign to target cancer more fiercely. Many of you may remember that the First, we are a Government agency, the mantra of the period was that if Americans Government's primary organization for cancer could go to the moon, they should be able to research. As with every Government agency, cure cancer. Thus, the campaign, spearheaded we belong to a hierarchy, including the by philanthropist Mary Lasker and businessman National Institutes of Health; the Public Health Benno Schmidt, was fueled by a theory that the Service; and our parent agency, the problem of cancer could be solved with a Department of Health and Human Services. NASA-like approach. The National Institutes of Health, of which we President Richard Nixon proclaimed a "war on are a part, are located only two short blocks cancer" and signed the National Cancer Act in north of here on a large campus of laboratories 1971. and clinical facilities. The 1971 Act created a National Cancer Two major pieces of legislation designed the Program; dramatically increased the cancer cancer program as we know it today. The first research budget; gave the institute more was passed in 1937. The National Institute of autonomy, including a presidentially-appointed Health (NIH) was originally one Federal director; and, most importantly for our institute doing basic biomiedical research. But purposes here today, mandated the NCI to during the 1 930s, the American public, communicate to the American public about concerned about the prevalence of cancer, cancer. exerted pressure on the Government to do something about it. The Institute's major mission is, of course, research. In its laboratories on the NIH The public pressure resulted in Congress campus, NCI conducts its intramural research unanimously passing the National Cancer program. However, nearly 80 percent of its Institute Act in July 1937 and Franklin appropriated budget supports extramural Roosevelt signing it shortly after. cancer research at institutions across the 216 1999 Federal Depository Library Conference - Proceedings country. NCI also provides support for cancer the last several years with the rush to use the centers and the training and education of Internet, the NCI Web site virtually exploded specialists and researchers. into dozens of individual sites with a variety of purposes and target audiences. Because it is Cancer research is, by need, multifaceted. But currently undergoing a major renovation, central to the investigation is the collapsing it into one integrated site, I won't comprehension of the mechanisms at work emphasize our Web site today. within the human cell. Why do normal cells develop into cancerous ones? How does that Most of our communications are accomplished transformation occur? And, how can this indirectly, through intermediaries. transformation be prevented, stopped, or reversed? These are the basic questions being One important channel is the mass media. In studied by scientists at NCI and across the addition to the usual press releases, country. backgrounders and fact sheets, NCI has a press office to answer questions from the media and Although research is our major responsibility, to encourage media coverage of cancer-related the mission that most concerns us here today is stories. The media car, also be very useful in communications. The 1971 National Cancer helping to translate complex scientific concepts Act clearly stated that we must provide helpful into lay language. Recent studies have shown information to Americans coping with cancer. that most Americans get their medical We must also provide the general public with information from the media, mostly television. information on the early detection and So you can see why this channel is an prevention of cancer and help the lay public important one. understand the science behind the research. Thus, NCI target audiences include patients Primary care doctors, nurses and other health and their families; the general public; health professionals are important intermediaries professionals; and special and ethnic through whom we channel our information. populations. Much of this work is done through exhibits at national professional meetings where we How do we reach these target audiences? promote our materials and programs. Often we reach them directly, but more often we reach them indirectly, through When the science calls for it, we develop intermediaries. special campaigns to reach a specific audience. For example, when it became evident that the One way we reach these audiences directly is use of spit tobacco among young boys was through the Cancer Information Service (CIS). dramatically rising, we developed a video kit. The CIS is a nationwide, toll-free cancer hotline Dangerous Game. The kit was promoted as a with regional offices across the country. tool for teachers, scout leaders and others to Specialists answer questions, in English and reach this young target audience. Spanish, about the latest cancer treatments and provide tips for early detection and prevention. We frequently join with other organizations, It's also a source for NCI publications and for both public and private. Our most recent information about community services. examples of this include a joint campaign on prostate cancer with the group US-Too, and a We also reach our audiences directly through campaign with the Health Care Financing the Internet. As you might expect, the Internet Administration (HCFA) to raise awareness is a valuable tool not only for the public, but among older women of Medicare coverage of for scientist-to-scientist communications. Over mammograms. 217 1999 Federal Depository Library Conference - Proceedings At times, it may take more than pamphlets and vegetables into your daily diet; tips on smoking booklets to get information to the public. For cessation; and much, much more. example, a kit was designed to train health professionals who will then go out into the NCI also has a fledgling, but growing, science community and educate other professionals education site on the Web. The purpose of the and the public about clinical trials. site is to explain the "science behind the news" for students and the lay public, helping them And as you well know, we also reach our better understand the scientific concepts target audiences through libraries. behind the research. The information on all the sites that I've described will all be It is evident that in many communities, libraries integrated into one new NCI Web site to be are the first places peo|5le head when they unveiled sometime this summer. want information, and community libraries across the country serve as a valuable resource Printed materials have always been the basis of for cancer information. the NCI communications program. Now I'd like to tell you a little about the kinds It's hard to overemphasize how important our of information we have available. The NCI is materials are for cancer patients. Just to give well known as the source for the most accurate you some idea, we distribute about a half- and up-to-date cancer information. And we million copies of each of these publications certainly have a wealth of information, both on each year. Each booklet is reviewed and the Internet and in print. Let's start with the revised at each printing, so that NCI materials Internet. are always current. These booklets may help patients deal with radiation treatment or Clinical trials are a major priority for the chemotherapy; provide advice for patients with Institute. In order to prove new and better eating problems; or simply help with some of treatment methods, each must go through the psychosocial issues involved in being a clinical trial. A clinical trial might test a cancer patient. potentially superior chemotherapy drug, for example, against the standard treatment One series of pamphlets is site specific and regimen. We develop information to help discusses the causes, detection, diagnosis and recruit patients to these clinical trials, to help treatments for most cancers. The booklets are patients locate appropriate clinical trials, and to targeted to both cancer patients and the lay answer questions for the patients who are public. participating. Other materials are designed to promote CancerNet is a Web site that contains mammography and breast cancer awareness detection, diagnosis, and treatment information among women over age 40 and in various on all cancers, both for physicians and for ethnic communities. They include colorful patients. It is the best place to go for posters, bookmarks, booklets, and easy-to-read descriptions of the most current treatment brochures. protocols available. There are materials on smoking cessation, tips This NCI Web site is the current home for on quitting, and effects of secondhand smoke. patient education information. Information on how to cope with the side effects of cancer We try to produce many of our materials in treatments; what are mammograms and who easy-to-read formats, as well as large-print should get them; how to include five fruits and materials for the visually-impaired. These 218 1999 Federal Depository Library Conference - Proceedings include information on mammograms, pap we can make this partnership even stronger. tests, and treatment issues. We welcome your feedback to help us make our materials even better or to make your Some of our most popular materials are professional lives easier. We urge you to let us targeted at special populations, including know about any special needs you might have, Hispanic, African-American, and Native or collaborations you might want to suggest. American ethnic groups. For example, should you want extra mammography materials to distribute during We also package our science education breast cancer awareness month, or smoking information as "speakers kits," sets of slides and booklets for the Great American Smokeout, or scripts for teaching at almost any level. Our teaching kits for library lectures, we'll help two most popular kits are "Understanding the whenever possible. Immune System" and "Understanding Gene Testing." There are more of these teaching kits Who should you call? You can call your in the works. contacts at GPO, I'm sure they will relay the message. Or, call us directly. Thank you very The National Cancer Institute and depository much for letting me tell you about the National libraries are now a productive partnership, and Cancer Institute today. 219 1999 Federal Depository Library Conference - Proceedings CDs in a Webbed World: Implications for Federal Depository Libraries Cynthia Etkin U.S. Government Printing Office Wasiiington, DC Abstract Federal agencies are still producing CD-ROMs. And according to the National Commission on Having reached the midpoint of the 1998-99 Libraries and Information Science's recent fiscal year, the Federal Depository Library report, Assessment of Electronic Government Program (FDLP) is well into the transition to a Information Products, Federal agencies still more electronic depository program. We view CD-ROM as a viable method to heard earlier this week that the resources disseminate information. As long as agencies "distributed" thus far this year is 40% are producing CDs, GPO will distribute them electronic, 40% microfiche, and 20% paper, to depository libraries and they will continue to but less than 1 % of the electronic data is in be part of the FDLP Electronic Collection and CD-ROM form. Annualization of six months have a role in Federal depository libraries. It is data for this fiscal year indicates that for the incumbent upon depository librarians to define first time since the Government Printing Office that role at the local level through its policies: (GPO) began distributing CD-ROMs to depository libraries the number of titles will • Depository Library Public Service decrease. At the same time the number of Guidelines for Government Information in Federal Government Web pages continues to Electronic Formats; increase. The obvious issue librarians are grappling with is the need for and worth of • FDLP Internet Use Policy; CDs when so much Government information is available via the Internet with more • FDLP Guidelines on Substituting Electronic standardization and a user-friendly interface. for Tangible Versions of Depository Publications; and It is true that CDs provide many challenges for librarians. Various aspects of equipment, • Collection Development Policy. personnel, services, and bibliographic control are among the major dilemmas that must be resolved. Though some CDs can be problematic, having information in this format CDs in a Webbed World also provides opportunities for new services, Implications for Federal Depository Libraries possibilities for cooperative efforts, a means to increase resources available to library patrons, Introduction and a safety net to access information from remote locations. That much of what is • 1 989 GPO General Counsel Opinion available on CD is not duplicated on the Web affirmed GPO's authority to disseminate cannot be ignored; equivalency of print, CD, electronic formats and Web versions must not be assumed. • 1 995 Congress directed GPO to study and 220 7999 Federal Depository Library Conference - Proceedings devise a plan for the FDLP to evolve into a Government's entire Web presence. more electronic depository program Excluded are: .fed. us, .edu, .org, and .com Government sites • 1 998 Managing the FDLP Electronic Collection: A Policy and Planning Electronic Government Information Document was published Environment: GPO Access • We are well into the transition to a more • Over 70 applications on more than 1,000 electronic depository library program databases • Electronic environment has enhanced • Documents downloaded awareness of and increased access to > FY 96: 30 million Federal Government information > FY 97: 46 million > FY 98: 137 million Background > FY 99 (Oct -Feb): 67 million Electronic Government Information Electronic Government Information Environment: CD-ROMs Environment: Locator Services • First CD-ROM was distributed to 100 • Catalog of U.S. Government Publications depositories for a Census pilot project in > 1 1 5,900 records of which 6,500 have 1988 hyperlinks • CD titles distributed increased from FY to • Browse Electronic Titles FY: > 2,400 titles on service > 306 titles in FY 1994 > 1 5-25 titles added per week > 836 titles in FY 1998 > 326 titles through March of FY 1 999 • Browse Electronic Topics > Nearly 1 70 topics • Agencies view CD-ROMs as a viable medium • Pathway Indexer > Searches 1,350 Government sites • DVDs expected to replace CDs as the > Searches 3 levels or about 200,000 standard Web pages Electronic Government Information Electronic Government Information Environment: World Wide Web Environment: Electronic Collection • GAO Report from June 1 997 • FDLP Electronic Collection (EC) designed > 42 Federal organizations reported to provide permanent public access to 4,300 Web sites Federal electronic information • Government top-level domains as of Jan. • www.access.gpo.gov/su_docs/dpos/ec 1999 > 651,200 .gov • EC includes: > 1,510,440 .mil • These figures do not represent the Federal 221 1999 Federal Depository Library Conference - Proceedings > Internet accessible resources • Cooperative opportunities > Tangible electronic products distributed > Documentation to depositories > Training > Selective housing sites • Managing the FDLP Electronic Collection > www.access.gpo.gov/su_docs/dpos/ • Collection development ecplan.html > More resources available > SuDocs: CP 3.2:C 68 • Local control Challenges > Information there tomorrow > Independent of other systems CD Challenges for Depositories • Virtual library projects • Equipment > Technical requirements • Web is not trouble-free • Lack of standards Conclusions • Permanent public access Foreseeable Future of CDs > Security s > Network or stand alone • Government agencies still producing > Cost • GPO will continue to distribute to • Personnel depository libraries > To learn & train staff > Technical support • Element of the FDLP Electronic Collection • Public Service • Not the "panacea" hoped for - > Access -v:' ^ V . > Licensing • Equivalency of print, CD, and Web > Training users ' versions must not be assumed > Documentation > Usability • Still have a role in depository libraries • Bibliographic Control FDLP Policies to Consider > Cataloging questions > Shelflist cross references • Service for Government Information in Electronic Formats ' Revelations > Administrative Notes, v. 19, #1 1 (Sept. 15, 1998) The Bright Side of CDs • FDLP Internet Use • New service opportunities > Administrative Notes, v. 20, #2 {jar,. > Circulate resources 15,1999) > Different formats available > > CIS • Substituting Electronic for Tangible • Collection Development Policy 222 1999 Federal Depository Library Conference - Proceedings What Is Best for Your Library: Issues to Consider • Collection Development • Bibliographic Control • Maintenance • Human Resources • Physical Facilities • Public Service • Cooperative Efforts • Mission > FDLP > Your Library • Clientele > Primary > General Public 223 . 1999 Federal Depository Library Conference - Proceedings Future Colleagues: Documents Education in Library and Information Science Programs Teaching Government Information on the Internet ]udith Schick Robinson State University of New Yoric, Buffalo Buffalo, NY Offered each fall, LIS 567 Government An optional hands-on computer session Information is the most heavily enrolled provided one-on-one instruction from the elective in the School of Information and professor in support of the first knotty Library Studies, University at Buffalo MLS assignment, covering MOCAT, SPC, and program. The class requires weekly reference- WorldCat. Two "guest lecturers" offered a type practice exercises, two exams, and a glimpse of the real world: Charles D. Bernholz, Client Search term project—a customized Reference/Documents Librarian at the information package produced for a local non- Farmington Public Library (NM), and Kristen profit or government agency. Students embark Wilhelm, National Archives and Records with a mix of trepidation and anticipation: as Administration. they're warned up front, what starts out as fun (who's immune to the charms of documents Although the course is password protected, two examples like Molly Moo or Fred, the Horse sample modules are available at Who Eats Bread?) soon becomes a demanding Pathfinders created for either Doane College in 1 . In-depth teaching and student counseling Nebraska (library liaison was Donna Jurena) or Montana State University— Bozeman (liaisons 2. Convenience for distance students were Adam Wathen and jodee Kawasaki). Communication with the Doane and Bozeman 3. Ability to reach out-of-state students librarians about pathfinders was through a class discussion list, while student-teacher 4. Vitality of Web delivery communication was through e-mail or Web Bulletin Board. Disadvantages: The course is asynchronous, with weekly 1 . Teacher workload content modules and assignments posted on the Web, along with a midterm and final exam. 224 1999 Federal Depository Library Conference - Proceedings 2. Dependence on computer staff for Information: Policy and Resources) and by administering exams & maintaining University of Illinois-Urbana-Champaign Bulletin Board through LEEP (LIS 424: Government Publications)— taught in fall 1998 and spring 3. Awkwardness of e-mail and Bulletin Board 1999 by Marilyn Moody. communication The University of Arizona course is 4. Difficulty creating a sense of community asynchronous, with weekly content modules posted on the Web and communication 5. Loss of spontaneity through a bulletin board, Web chats, and e- mail. The Urbana-Champaign LEEP course 6. Teacher loneliness combines asynchronous and synchronous delivery, with weekly content modules posted Other Internet government information courses on the Web and weekly "live" Web sessions have been taught by Charley Seavey at the (audio, text chat, with the ability to post slides University of Arizona (IRLS 572 Government and other graphics). 225 1999 Federal Depository Library Conference - Proceedings Government Documents Assignments: Have We Really Been There, Done That? Cassandra Hartnett University of Wasiiington Libraries Seattle, WA Which assignments would you offer, if you Memories of Assignments were teaching? Why? Assignments: The Required Tasks The Classic Government Documents Class Practice questions/source review Legislative histories Not always taught as a separate course Government agency reports Annotated bibliographies or "pathfinders" Usually Federally focused Indexing, abstracting of articles, Web sites Field observations Both specialist and generalist appeal Research Case studies or simulations Has practical and theoretical aspects Assignments: The Means Introduces students to "the documents story" Homework Supplemented by high-quality handouts Research papers Inspires students Class presentations Selected Textbooks Over the Years Field observations: trips to libraries, government offices, or legislative bodies Boyd & Rips, United States Government Publications (1949) Reading and discussion of professional literature Schmeckebier & Eastin, Government Publications and Their Use (1961) Individual vs. group work Morehead & Fetzer, Introduction to United I understand that a picture of the members States Government Information Sources of Space Shuttle Mission STS-43 is available (1978-1994) as a government publication. Could you give me the SuDocs number so I could Sears & Moody, Using Government order it? Information Sources (1985, 1994) The Freedman's Savings and Trust Robinson, Tapping the Government Company was established by the Federal Grapevine (1988, 1998) Government in the 1860's. Which 226 1999 Federal Depository Library Conference - Proceedings bibliography gives information explaining • Positive attitude the official status of this banking institution, along with a list of its publications? How many cherries must be in fruit cocktail? (For the answer, see 21 CFR 145.135.) • Which three cities in Alabama have the highest percentage of families with yearly Anonymous Quotes from GOVDOC-L incomes of $50,000 or more? Respondents Quality Assignments Should: • The real value to my GovDocs course was that [the instructor] continued to teach the • Reflect graduate level work course whenever I called him with a • Combine challenge with a sense of mastery question during my first job... [I remember] • Increase knowledge of government how well he told the "documents story" • Raise more questions than they resolve and really made it interesting even though • Require questioning and critical thinking it was an 8:00 a.m. class. I guess the time • Change from year to year meant that you really wanted to be there. • Be discussed in class • I • Be relevant and memorable remember very well [the professor] talking about how our state didn't have a Regional Areas We Should Be Emphasizing More: depository and what a shame it was, etc. I really didn't get it then. But when I wound up in documents, I understood. [My • The reference interview library] became the Regional in 1989 due to my pushing and a willing director. So... • Demographic, economic, and Census an instructor never knows what remark will sources influence someone-or even how long it will take. • Depository management/collection development • One of the lasting contributions my gov docs teacher made to my professional life • Promoting a depository collection was the high-quality, well-organized handouts she provided to us at the • Getting involved professionally beginning of each assignment... I used these handouts heavily in my days as a • Collaboration (good guest speakers!) young librarian. I used them as check-sheets to understand my current • Comparative assignments across collection, place orders, make wish lists for jurisdictions future large orders, and to get familiar with my collection... Fourteen years later and I • Bibliographic control & cataloging (PURLs) still have them handy in a side drawer of my desk. • Theory: > information policy > privacy/FOIA > history of government information > privatization > democratic concepts > future trends 227 1999 Federal Depository Library Conference - Proceedings Future Colleagues: Documents Education in Library and Information Science Programs Who Teaches What, When and Where Bill Sudduth University of Riclimond Riciimond, VA Thank you, Tim, for the fine introduction and to mind. The question that came to mind was thanks to the audience for attending this how many LIS programs employ adjuncts session on Documents Education. As Tim (practicing documents librarians) to teach their mentioned, this program grew out of a lunch documents courses? session held at last spring's conference. In February 1998, George Barnum and George Another question that came to me after the Carlson posted on GOVDOC-L a request that meeting was how many document courses are documents librarians that teach documents taught in the traditional classroom setting courses for library science programs meet one versus distance courses, courses over the day at lunch and share information and Internet, or even taught at an off-campus impressions, particularly how to teach the location? As an adjunct faculty for Catholic increasing amount of electronic information. University of America School of Library and Information Science, I teach at the University That session was attended by about a dozen of Richmond site, 95 miles from the main documents librarians, all who taught as campus. From this several other questions adjuncts. While the information shared was began to materialize. valuable and a good exchange of ideas, I left the session wondering if there wasn't more to Once I realized that I was going to be on a the issue. In talking with Cass Hartnett, I panel and not just organize it, I sat down and expressed the thought that it might be an worked on a plan to survey who teaches what interesting program to have an adjunct faculty to whom when. I decided on two approaches. member, a full-time faculty member, and a First, I would post to GOVDOC-L a survey library school dean on a program about asking individuals who had taught a documents education. As the old saying goes, Government documents class for a LIS program once you're on a program committee you've during the last three years some basic got a 50/50 chance of becoming the program. questions. I would follow-up this So here I am. questionnaire with a survey of LIS program Web pages. As I mentioned, I left last year's lunch with more questions than answers. While there The questionnaire was sent out on GOVDOC-L were about a dozen in attendance and all in February. To date I have received responses taught as adjuncts, I also knew of several from 23 individuals representing 22 LIS individuals who are full-time tenured library programs. The questions asked were: science faculty who also teach documents on a regular basis. The names: Hernon, McClure, 1 . Have you taught a semester length class in Richardson, and Morehead immediately come Government information resources for an 228 1999 Federal Depository Library Conference - Proceedings ALA accredited Library/Information Science courses (University of California-Berkeley, program in the last three years (after 1995)? Syracuse, SUNY-Albany, South Carolina, and Washington). Course titles varied, but the 2. What was the title of the course listed in three most frequent course listings were: the catalog? • Government Publications 9 3. How many credits was the class valued? • Government Information Sources 7 • Government Documents 4 4. What was the enrollment or average enrollment of the class? I was only able to identify one course covering State/Local information sources (SU NY/Albany) 5. What percentage of the class was devoted and one covering international information to Federal, state/local, and international (South Carolina). information sources? In addition to the traditional courses 6. How many times or years have you taught mentioned, I found several courses with the course? impressive and unique names. Now, I have with me some rewards (M&Ms) for members of 7. Do you teach any other course related to the audience who can name the school where Government information? the following courses are taught. The audience will have three guesses at which point the 8. What is your rank or status in the school or panel will earn the goodies. program? If you are a tenured member please provide your rank. If not, are you First class title: Government Information: an adjunct or visiting faculty? Collection/Organization/Dissemination School: Indiana 9. Is the class taught on the main campus in a traditional setting, off-campus in a Second class title: U.S. Government traditional setting, by satellite or a distance Information Policies, Resources and learning class, or via the Internet? Services School: Simmons I augmented these 23 responses with a survey of the Web pages of the 48 accredited library Third class title: Subject Focused Information science programs. While looking at each page Sources and Services: Government I tried to identify the name of the Government School: Michigan information course, who taught it, noting rank and status, when the course was last taught, While I did not include it in the audience how frequently the course was offered, and participation portion of the show, the title of what pre- or co-requisites were required to take the document course at UC-Berkeley is the Government information course. Information Policy. I would like to spend the next couple of So what courses does a library school student minutes going through the data I gathered. need to take before they have the Government documents class? 16 schools require at least Of the 48 LIS program Web pages surveyed, one course, usually an Introduction to only one school did not list a course in Information sources, seven schools require at Government information (Texas Women's least two courses, and three schools require University) and five schools listed multiple more than two courses (Queens, Drexel, 229 1 1999 Federal Depository Library Conference - Proceedings Washington). I include Drexel because it has a When does the LIS program schedule classes? core requirement of seven courses and while Most classes are scheduled during the fall or you do not have to take then all before the spring semesters (24). Another seven programs documents course it appears that v^ay on the schedule the Government documents class in Web page. One school has no pre- or co- the summer. Courses are usually taught once a requisites and 1 9 schools did not list whether year (12 responses). Most classes are taught at there was such a requirement. the main campus in a traditional setting; however, I was able to identify four off-site Prerequisites outside the usual introductory instructors, two instructors using distance or courses include: satellite methods, and three courses taught via the Internet. Classes usually have at least 20 • Computer-Based Information Tools students enrolled (16 of 23 responses). (Indiana) Course content ovenA'helmingly favored the • Cataloging and Classification (Clarion) teaching of Federal information resources (80% • Electronic Database and Information of content) over state/local (8.7% of content), Services (North Texas) and international resources (1 1 % of content). Of the 23 responses, four indicated teaching no Now that we have an idea of which international information sources and another Government information courses are taught three acknowledged teaching no state/local and what prerequisites are required, let's return resources. to one of my first questions: Who's teaching Government documents? Syllabi were posted for 1 1 courses. Two were restricted to on-campus viewing and one From library school Web pages I was able to syllabus was under construction. Of the 1 identify 53 instructors of Government syllabi, full-time faculty had developed eight; information. Of these instructors around 40% raising the conclusion that full-time faculty (23) were full-time library science faculty have the resources (time or support) to post members. At least 20% (13) were identified as syllabi for their courses. adjuncts. Another 40% (1 7) were not identified as to their status but are most likely In reviewing pages posted by SLIS programs, I adjuncts. Two important points can be drawn came upon a few that I would like to point out from this data. First nearly 60% of all as good or unique sources of information. I Government documents education is being found the following pages of interest: provided by adjunct faculty. Second, of the full-time library science faculty teaching • University of Illinois Government 1 8 of the are http://alexia.lis.uiuc.edu documents, 23 , tenured faculties; at least the positions of ' • University of Michigan associate and full professor are usually ; , http://www.si.umich.edu faculty. associated with tenured , ,j • Syracuse University One of the questions I asked of GOVDOC-L http://istweb.syr.edu was how many times or years the instructor has • University of North Carolina-Chapel taught the class. The number of years or times Hill taught average almost 7 (6.8). However, at http://ils.unc.edu/ least one-third of the respondents (9) have taught the class less than four times. As an alumnus, I am obligated to mention the UNC site. It is unique for its searchable index 230 1999 Federal Depository Library Conference - Proceedings of master's that papers can be searched by 1 . classes are still taken in a traditional setting paper advisor so all of you curiosity seekers on the program's main campus can see who has done a paper for Ridley Kessler. 2. 607o of the classes are taught by adjunct faculty • South Carolina http://www.libsci.sc.edu/ 3. full-time faculty teaching Government information are usually associate or full I mention South Carolina because I found professors Professor Williams' page to be one of the best individual faculty pages. 4. only one in four course syllabi are on the Web If you would like to look at other SLIS program Web pages, I suggest using Ann Roselle's page 5. The Government information course is of Library and Information Science Schools - usually available at least once a year, Classes on Government Information. Ann's during the fall or spring semester page is located at: Sources of Data: Pre- and Co- Requisites Analysis of 48 SILS Web Pages None 1 Survey posted on GOVDOC-L (23 responses. One course 16 22 programs) Two courses 7 More than two courses 3 48 programs, listing 55 courses (Queens, Drexel, Washington) 5 schools list two courses (Berkeley, Syracuse, Information not available 19 SU NY-Albany, SC, and Washington) Who Teaches Course Titles: 53 instructors identified Government Publications 9 Government Information Sources 7 Library School Faculty 23 Government Documents 4 Professor 9 Associate Professor 9 Adjunct faculty 13 Status Not Determined 17 231 1999 Federal Depository Library Conference - Proceedings Teaching Experience Kent State http://ariande.slis. kent.eclu/"classes/6061 1/ Instructor taught the course an average of 6.8 tinnes Clarion 1 in 3 have taught the course less than four http://eagle. clarion .edu/"faculty/buchanan/ times SYLLABUS991.HTM When Is the Course Taught? Tennessee http://funnelweb.utcc. utk.edu/'wrobinso/ Fall or Spring semester 24 534syl.html Summer 7 North Texas How Often Is the Course Taught? http://courses.unt.edu/chandler/SLIS5660/ index.htm Annually 2 times a year Wisconsin Every semester http://polyglot.lss.wisc.edu/slis/syllabi/653/ Every two years Library School Web Pages of Interest Location Taught Illinois Main campus 17 http://alexia.lis.uiuc.edu/ Off-campus site 5 Distance/satellite course 1 Kentucky Internet course 2 http://www.uky.edu/CommlnfoStudies/SLIS/ Average Class Size Maryland http://www.clis.umd.edu/academics/programs/ Class usually has at least 10 and usually >20 gels.html (CIS Specialty) Content Michigan http://www.si.umich.edu/ Federal 80.0% State/Local 8.7% Syracuse IGO/Foreign 1 1 .4% http://istweb.syr.ed Available Syllabi: SUNY-Albany http://www.albanv.edu/SISP/ " UCLA • ' http://dlis.gseis.ucla.edu/courses/473/ UNC-Chapel Hill DLIS_473_Reading_List.pdf http://ils.unc.edu/ Searchable Index to Masters Papers Indiana http://www.slis.indiana.edu/courses/L628S98. South Carolina html http://www.libsci.sc.edu/ Professor Williams' home page LSU http://adam.slis.lsu.edu/courses/7203/ 232 1999 Federal Depository Library Conference - Proceedings Another Source of Interest Ann Roselle's Library and Information Science Schools links http://www.librray.ewu.edu/godort/classes.html Also linked from GODORT Education Committee page Conclusion: Course usually taken on main campus; 60% taught by adjuncts; there is usually at least one pre-requisite course, only one in four syllabi on the Web, course usually taught during fall or spring semesters; usually taught once a year, classes usually larger than 20, courses focus on Federal information (80% of content), little state/local (8.77o), or international just over 10%); the instructor has taught the course an average of 6.8 times, one-third of instructors have taught the course less than four times. 233 1999 Federal Depository Library Conference - Proceedings Bureau of Labor Statistics Web Site Deborah P. Klein Bureau of Labor Statistics Wasiiington, DC BLS Homepage: http://stats.bls.gov Bureau of Labor Statistics |^B|gyiQB I^K^^il li^^glgj^] BLS Data Menu Bureau of Labor Statistics Data (I 1^,.-^^^ : p^x'ib^ fTilBB Economy at a Glance Menu News Releases Civilian Labor Force By Month Unemployment Rate By News Release Employment Entire 1999 Schedule of Release Dates Consumer Price Index Archived News Releases Producer Price Index Employment & Unemployment Productivity Prices & Living Conditions Hourly Earnings Compensation & Working Conditions Productivity Employment Projections Other Programs Regional News Releases 234 1999 Federal Depository Library Conference - Proceedings BLS Regions Regional Information ^ I Cll _ -'AjS # iffn Vlt C VtU Regional Information Menu Region III ^ Philadelphia; Surveys & Programs Menu Surveys & Programs Prices & Compensation & Living Conditions Iworliing Conditions I Employment Projections Otlier Sui'veys Prices & Living Conditions Consumer Price Indexes • Consumer Price Indexes • News Releases • Producer Price Indexes • Most Requested Series • International Price Indexes • Selective Access • Consumer Expenditure Survey • Historical Indexes 235 1999 Federal Depository Library Conference - Proceedings Employment & Unemployment Occupational Employment Statistics Labor Force Statistics • National Employment and Wage Data Nonfarm Payroll Statistics (National) • State Employment and Wage Data Nonfarm Payroll Statistics (State & Area) • Occupational Data - OES Code and Alpha Covered Employment & Wages • News Release Occupational Employment Statistics Local Area Unemployment Statistics National Longitudinal Surveys Publications & Research^'apers Menu Labor Review MLRi MLR: The Editor's Desk Monthly Labor Review Online Other Publications • Articles - Abstract, Excerpt, and Full Text Issues In Labor Statistics • Online Index Major Programs • Archived MLR's Handbook Of Methods • How To Subscribe Catalog Occupational Outlook Handbook Latest BLS Publications • Keyword Search BLS Periodicals • Online Index Online Ordering • Ordering Information Contact Information 236 . . . . 1999 Federal Depository Library Conference - Proceedings U.S. Department of justice, Bureau of Justice Statistics Web Site: www.ojp.usdoj.gov/bjs/ Kathleen Quinn Bureau of justice Statistics Wasliington, DC Welcome to a tour of the BJS Web site: The Social Statistics Briefing Room contains < www . oj p . u sd oj . govA)j s/tou r/i n tro . h tm > materials on several topics including crime. Just click on the screen images to go to the next The crime indicators come from both BJS and stop on the tour. the FBI: The tour starts at the White House: Each of the six indicators has a thumbnail The White House is the gateway to the Federal pages. The thumbnail charts are linked to a Government. The Executive Office of the larger version of the chart which is on the BJS President provides access to current Federal Web site. social statistics and links to information and data produced by a number of Federal agencies • The first thumbnail chart links to a larger in the Federal Statistical Briefing Rooms. version of trends in the number of violent crimes committed from 1973 to 1997: Many users get to the BJS Web site from the • Statistical briefing rooms for economic and 1 996 and 1 997 as measured by the National social statistics are available on the White Crime Victimization Survey and the Uniform House Web site: Crime Reports. The larger version of the chart is linked to a The indicators which are presented there come text table of the data used in the chart. from the Federal agencies responsible for the data. For example, the National Center for • You can view or reuse the data that was Health Statistics (NCHS), the Bureau of Labor used to create the graphics: Statistics (BLS), the National Highway Traffic (BJS). The responsible agency updates these The text data tables which are linked from each indicators automatically. The White House indicators' chart are parsable into spreadsheets. knows the new information when the public knows, not before. All of the charts from the Social Statistics Briefing Room are a part of the Key Facts at a Glance section of the BJS Web site 237 . . . . . 1999 Federal Depository Library Conference - Proceedings ojp.usdoj.gov/bjs/glance.htnn#Crime>. about female victims, elderly victims, and teenage victims. More detailed summary These graphics along with many more findings are presented at this level. comprise this section. Many other topics on crime and criminal justice are also presented, In addition, you will find links to all of the including trends in Federal investigations and publications that we have published which prosecutions, trends in felony convictions in relate to the subject of the page: Currently, this section of the BjS site houses 26 < www . oj p . u sd oj . gov/b j s/abst ract/a i c > charts with data trends over time, and most are based on data from the National Crime Each abstract also contains links to: Victimization Survey. • any press releases about the publication The BjS Web site has been organized to allow users to get information on a topical basis: • supporting spreadsheets or ASCII tables summary findings with the latest data about • a help page for using some of the the topic, information about the data downloadable formats. collections (including questionnaires), and a list of related sites: The text versions of BjS publications are < www.ojp.usdoj.gov^js/cvict.htm > available: FBI and the victimization pages at the Online Publications are also available in Adobe Sourcebook of Criminal justice Statistics. Acrobat pdf format: into subtopics: PDF files look like the printed publications and 238 ...... 1999 Federal Depository Library Conference - Proceedings You can also find BJS publications from What's Online tabulations, datasets & codebooks New at BJS, Publications, and the Press allow for an additional level of detail. Here Releases: Another feature of the BJS Web site is Data for access to the BJS Federal Justice Statistics Analysis: • This section provides access to datasets and appealing some aspect of their case. spreadsheets available for analysis. • Machine readable data sets and codebooks Crime and Justice Electronic Data Abstracts are available free from Inter-university consists of a series of spreadsheets that put Consortium for Political and Social together reusable data: Many of the spreadsheets include trend data by Visit Related Sites for more links: jurisdiction. Currently, there are over 100 < www.ojp.usdoj.gov/bjs/> spreadsheets available by jurisdiction-Federal, State and County-and trends overtime, dating Related sites gives you access to other Federal as far back as 1900. sites and to the organizations that assist BJS in disseminating crime and justice statistics: • These spreadsheets are organized by topic Some of the holdings include a series of and the Office of National Drug Control Policy: spreadsheets on correctional populations by 239 . . . . 1999 Federal Depository Library Conference - Proceedings additional Web sites, as well as other relevant To help you find the information you need, the links. BJS Web site has a search capability: < www .0 p . u sd oj gov/b j si. > j . The Sourcebook of Criminal Justice Statistics is an updated electronic version of the annual Just enter the key words you are searching for book: < www.albany.edu/sourcebook > in the box provided: < www.ojp.usdoj.gov/bjs/bjssrch.htm> Unlike the book version, tables are updated when they become available. All of the tables You can search all of our site or simply select are available in Adobe Acrobat format and are the type of document you are interested in accessible by an index similar to that in the such as press releases, text files, .html pages, or book. To see what has been updated, you can even .pdf files. visit the What's New page or look up your favorite table in the index and note if there is a You can also expand your search to all of the New sign next to it. Office of Justice Program agencies or to the National Criminal Justice Reference Service. Fedstats points to the statistical data on the Web from all of the Federal agencies: If you want to know how to reach BJS, go to You can find links to data by topic, program About BJS tells you how to write, call, find, or area, or agency. This site was intended to e-mail BJS: BJS participates in Fedstats along with the other Federal statistical agencies although many of We value your feedback. the links are to those agencies that have other missions but produce statistics such as the Thank you for taking the tour of the BJS Web Bureau of Prisons and Drug Enforcement site. This tour is available on the BJS Web site Administration. At Fedstats, users can search at 240 1999 Federal Depository Library Conference - Proceedings Tools People with Disabilities Use to Interact with the Web Robert Neff U.S. Mint Washington, DC A government's, company's or organization's More importantly, through the Web, the world failure to provide universal accessibility on the has no boundaries. We can now learn about Web is a serious impediment to its ability to another city, culture, or train schedule from the provide information, services or products to Web. Whereas the Web has facilitated access over 54 million People With Disabilities to information, e-mail has expanded our (PWDs). For example, if: exchange of ideas and friendships. We can now communicate to a larger audience, rather • An e-commerce Web site is not accessible than by a single telephone call or a to PWDs, the business has just lost an teleconference call. immediate customer and potential customers. We no longer need a dedicated office for the Web and e-mail-just a computer and • An organization or Federal, State or local connectivity to the Internet. There are several Government does not provide access to its policies, including Americans with Disabilities information, then they are not providing a Act (1990) and Rehabilitation Act Amendments public service. of 1998, Section 508, that address accessibility of information for PWDs under Federal, State, • A city does not provide bus routes in an and local government. While ADA references accessible format, then PWDs cannot check State and local governments. Section 508 that the schedule, especially if the bus office establishes a requirement the Federal closes at 5:00 p.m. Government, and by extension, through the Assistive Technology Act of 1998 itpolicy.gsa.gov/cita/ATl , state • A library does not have the staff trained to 998.htm > support public computers or Internet government also, procure information terminals, then they cannot effectively serve technology that is accessible. the local community. Universal accessibility Is not just for PWDs - it The Web provides information, products and is for everyone. Universal accessibility is services to people through the Internet, needed to ensure that PWDs and others can information. Even Intranets, or Extranets. Computers have access Web-based though Section require Federal, enabled people to function at home or at work, ADA and 508 State local governments to and study, train, or surf the Web for and make information. Computers have also opened up accommodations for PWDs, there are currently Federal guidelines for agencies to the world to enable PWDs to be productive at no use. However, states, colleges, cities, and home or work - the office now has no some agencies have implemented boundaries. The Web and other assistive Federal guidelines, for the devices have also enabled PWDs to use accessibility example City of California. computers and to be productive. San Jose, 241 1999 Federal Depository Library Conference - Proceedings To build a universally accessible Web site, here Step 2 Determine resources, schedule, and is an outline of the processes the Web designer, sketch the process with a flowchart. coder, content manager, graphic artist or team can use. The foundation for any universally Step 3 Determine the design requirements accessible Web site is the guidelines. The and universal approach, refer to the World Wide Web Consortium's Web Web Content Guidelines and internal Accessibility Initiative (WAI) has drafted design documents. guidelines. The Web Content Guidelines, for people to use. On this Web site you will also Step 4 Design and layout the Web site or find Techniques for Web Content Accessibility Web application. Guidelines and List of Checkpoints for the Web Content Accessibility Guidelines. The Web Step 5 Design review with the customer to Accessibility Initiative also provides an Interest ensure the design is what they Group or forum for discussion on issues envisioned. relating to Web accessibility, particularly issues related to WAI activities. Step 6 Quality Assurance. The Web coder or programmer would then conduct a Universal accessibility incorporates usability Quality Assurance review by using and universal design. So when building a Web Bobby; and a HTML code validator page or Web application, accessibility and one or a combination of the problems or other design errors can be greatly following tools or methodologies: reduced before the Web page or site is released content review; preview on Lynx, a to the public. This is accomplished by applying text based browser; multiple browsers quality assurance to check the concept, syntax and versions (Internet Explorer 3 and 4, and code; layout, navigation, and graphics; and Netscape Navigator 3, 4.x, and Opera); acceptance testing on multiple browsers and voice-based Web browser users. (pwWebSpeak), and screen readers (WIN Vision and Jaws For Windows), Quality assurance incorporates internal or Palm devices, StarBase's StarSweeper external reviews or peer reviews, and applying and Web site Garage. Other items that third party tools, for example, CAST'S Bobby for can be checked are. Does the page an accessibility check, W3C's HTML to validate print properly in black and white and the code and StarBase's StarSweeper to check color? Can all the print and graphics for ALT Tags, Titles, Height and Width and be read? other quality assurance functions. Acceptance testing can be accomplished on multiple Step 7 UNIT TEST. This is conducted by the browsers to ensure the information is conveyed coder or programmer to test and there are no navigation or site usage compliance to the business problems. requirements. For example, test to ensure the e-mail functions and the For example, here is a simple process to follow message is received by the recipient, in order to build a universally accessible Web forms are tested and data checked, page or Web applications: links are tested. Usability testing can be either simple or more formal. This Step 1 Define the audience, business can be conducted by users who are not requirements and rules, objectives, and associated with the design or an timeline with the user. independent third party can provide a review of the design concept. If the 242 1999 Federal Depository Library Conference - Proceedings design uses queries or updates to Referenced Resources modify or retrieve information from the database, then this will need to be • Web Accessibility Initiative, tested. The coder can develop www.w3.orgAA/AI scenarios using a spreadsheet to document the process, more • Americans with Disabilities Act (1 990) and commonly referred to as a script. Rehabilitation Act Amendments of 1998, There are also automated testing tools Section 508, Policy References, that will record your script and play it WWW.W3 .orgAA/AI/References/Pol icy back anytime or simulate different browsers. These tests serve as a • The U.S. Access Board, < www. access- baseline for the design criteria and also board. gov> and the Electronic and can document the expected results. Information Technology Access Advisory Committee (EITAAC) Step 8 Acceptance Test. This is formal acceptance by the customer of the • The President's Committee on Employment product you designed as based upon of People with Disabilities, customer requirements and a test plan. www50.pcepd.gov/pcepd/ This procedure can be either a simple checklist or a more formal document if • Bobby, www.cast.org/bobby it is part of a more business critical function. • Quick tips to make accessible Web sites, www.w3.org/WAI/References/QuickTips There are also several efforts underway by university-related, non-profits, consortiums and • Web Content Guidelines, government agencies to (1) Research new www.w3.orgA"R/WAI-WEBCONTENT/ technologies and apply to the home or workplace, and (2) Provide education and • Techniques for Web Content Accessibility outreach. These efforts conduct critical Guidelines, www.w3.org/TR/1999/WAI- research and provide methodologies, WEBCONTENT-19990324/wai-pageauth- guidelines or tools to support universal tech accessibility. Therefore, everyone must be cognizant of PWD accessibility needs for the • List of Checkpoints for the Web Content Web to ensure we can provide universally Accessibility Guidelines 1 .0, accessible information to everyone. www.w3.org/TR/1 999/WAI- WEBCONTENT-19990324/full-checklist • Web Accessibility Initiative also provides, www.w3 .org/WAI/IG/ • Starbase, www.starbase.com • Web site Garage, http://Websitegarage.com • Miscellaneous Information, www.webspots.net 243 . . 1999 Federal Depository Library Conference - Proceedings Hands-On TechnoIog(eye)s, Touching The Internet David Poehlman Independent Consultant Wheaton, MD What do people with disabilities use to access Beginning to answer the question: People with the Internet? There is not a simple answer disabilities use the same things that we all use even though the question may appear to be to access the Internet and work, live, and play simple. It has many aspects upon which I will on and in it. Telephones, PDAs, set top boxes, touch, but first some background on me and computers, monitors, mice, microphones, then I will provide the answer. headphones and keyboards all play a part, sometimes subtractively, in this. Using the I have been involved with the National Library industry and resources, we have to adapt to Service for the Blind and Physically society and raise awareness of the issues. We Handicapped (NLS) since I was quite young. can continue to do so and expandingly so First as a patron of a special program which rather than diminishingly. they administer through regional libraries around the country to produce books and other As we move towards a more advanced materials in formats other than standard print technological age, it can mean that many so that those with print impairments such as people, due to a need for diversity, are closed dyslexia or blindness can read them. Later, I out due to the narrowing of potential avenues became a volunteer technical consultant in of access. Or, it can mean that we all shall Braille production for the Maryland State have access because of the greater diversity Regional Library for the Blind and Physically and flexibility that can be achieved with the Handicapped (LBPH) in Baltimore. You can technologies that bring this about. Much on find more on this service at: It is only recently, say in the past 5 years, that playing field between us. As a matter of fact, it the internet has begun to be littered with things is doing this right now as I compose and send we can't access. Rather than replace libraries, my thoughts to you. Through this tool, we can though, the Internet has come to enhance their interact, create, share ideas, images, and services and potential offerings. sounds as well as meet instantly through the power of the Internet and multi-media. 244 1999 Federal Depository Library Conference - Proceedings The Able Channel Jeffrey Pledger Able Channel Reston, VA With the advent of new technologies concerning people with disabilities. By introduced to the Web, e.g., video streaming, providing the information in an accessible the subject of Web site accessibility often is not format, the Able Channel will assist in regarded as a primary issue. What exactly Is empowering this growing segment of the world video streaming? Video streaming is the ability population to make value added choices. to play and view video content via the Web without having to download the video to your We plan to accomplish this through the power PC. The video is buffered or streamed Into of the human spirit in cooperation with the your PC through your modem and once your tools of science and technology. The Able video buffer fills, the video will start playing. Channel will bring you the activities, You can control the actions of the streamed information and assistive technologies of the video content like it was a video in your VCR differently-abled communities. Our vision is to at home; the difference here is that you are be the central repository on the Web for storing viewing it over the Web. data about activities, assistive technologies and general information concerned about and for One group stands out as an exception as an all types of disabilities. info-mediator. The Able Channel, in a cooperative partnering effort with TV onthe The information presented will be in an Web, is changing this situation by meeting the accessible video format, including audio requirements of individuals with disabilities. descriptions and closed captioning. The use of the WWW as a delivery mechanism for this Both the American Census Bureau and the type of product has two main strengths: world World Health Organization estimate that there wide coverage and affordability. are over 50 million people in America and approximately 750 million people worldwide Both TV onthe Web and the Able Channel with an identified disability. These numbers have the ability to provide this leading edge are increasing daily due to an aging technology via the Real Network's G2 video population, illnesses and accidents. The player. With the recent implementation of the principal founder of the Able Channel Real Network's G2 server software, the particularly understands the importance of capability of delivering accessible videos Web site accessibility. Jeffrey Pledger, through the Web via video streaming President, lost his sight 15 years ago due to techniques can be realized by all people. We illness. are also investigating the use of Microsoft's Windows media player as another choice for The mission of the Able Channel is to provide you the public to choose as your video player. and share information on a variety of subjects 245 1999 Federal Depository Library Conference - Proceedings The Web and Effective Usability Mark Hakkinen Ray Ingram Productivity Worlds, inc. Trenton, N] Accessibility is perhaps the wrong way of problems, as well as people with mobility looking at things. We are really talking about problems who cannot use a touch screen. The effective usability. When we think in these demonstration demonstrated these types of terms the audience we need to support is interfaces. greatly expanded - visual and print impairments, colorblindness, short and long The kiosk and PCs represent only two of the sightedness, mobility restrictions, dyslexia, forms of access to Internet and Web related attention deficit disorder and last, but not at all information. There is also the telephone, least, people who are not PC and Graphical electronic book reading devices, and hand- User Interface literate. This groups then held devices, all of which may deliver accounts for probably 40% or more of the information to a user. You need to start potential audience for public access to the looking at your Web sites a different way. Internet and library information and services. Think of them as the master source for people calling in by phone, using public access kiosks, Today we are talking about, and showing, a PCs, or hand-held devices. A single source public access kiosk that incorporates with multiple delivery modalities. accessibility and usability features. The information provided to the kiosk is from Designing your Web site for usability will standard Web pages, which our software then make the Web site accessible to the widest makes accessible. The software being used is possible audience. called pwKiosk. The software provides access for people with print impairments and literacy 246 1999 Federal Depository Library Conference - Proceedings Ready Access to Information for People with Disabilities Joseph Roeder National Industries for tiie Blind Alexandria, VA Access to information is not just a nice idea, it 2, it should not take a blind person 6 or 8 can mean a person's job! keystrokes to do the same thing. When information is READILY accessible then a National Industries for the Blind, together with person with a disability is as productive and its 88 affiliates nationwide, works to create, competitive as everyone else. sustain and improve jobs for people who are blind or visually impaired. Electronic The biggest and costliest barrier to accessibility information is a major part of nearly everyone's is at the interface between the human and the job and this has produced both opportunities machine. By taking into account the need to and obstacles for blind workers. accommodate different modes of presentation and interaction, we simplify the problem, and Hospital switchboard operators need to find the earlier this is done in the hardware and staff and patient phone numbers in software design stage, the easier and less costly computerized directories; service it becomes. Much effort and money is being representatives need to look up product spent by computer hardware and software information in computerized catalogs; developers to smooth out this interface. attorneys and judges need to research law Perhaps one day it will be as easy to change libraries and deal with court documents; many the mode of operating a computer or other persons use the Internet to track down all sorts electronic device as it is to shift gears in a car. of information. But access technology is only part of the These and many more jobs are being done by solution. There are tools and guidelines to people who are blind, using computers help us ensure that documents, Web pages and equipped with speech, Braille or large print other information products are created in a way displays. These special accessories are called that can be shared with others who need (or "access technology," "assistive technology," or simply prefer) a different mode of presentation. "adaptive technology." Everyone who deals with information needs to be aware of these tools and how to use them if Information needs to be not only accessible, they want to reach the widest possible but READILY accessible. This means if most audience. people can get to it with just a mouse click or 247 1999 Federal Depository Library Conference - Proceedings Things Change: The FDLP Setting and Early Partnership Efforts Duncan M. Aldrich University of Nevada, Reno Reno, NV Introduction ^ connection to DIALOG, OCLC, or RLIN. The basic InfoTrac index had just started up as a While putting my thoughts together for today's laser disk product in the reference area in presentation I took a short break, did some 1985. The library had no CD-ROM products. channel surfing, and came across an old favorite Don Ameche and Joe Mantegna movie In 1987, we began to experience a bit of called Things Change. While there aren't any change. We were a test site for AutoGraphics insightful anecdotes from the film pertinent to GDCS MoCat CD-ROM. today's presentation, the title. Things Change, is certainly appropriate for any discussion of In 1 988, the year the film Things Change was the developments that have led to today's released, things really began to change. We session on Web based, Federal Depository received the first GPO electronic pilot product, Library Program (FDLP) electronic partnerships. a CD-ROM named Census Test Disc #2. How many of you remember Test Disc #2? And In the first part of my talk I will discuss how many of you still keep it in the bottom developments in the information delivery desk drawer with all those other things you environment over the past 1 0 to 1 5 years that never were sure what to do with? have led GPO to consider a network of partnerships as a plausible mechanism for In all, there were five GPO electronic pilots, managing the FDLP Electronic Collection. which really did pave the way for the use of Second, I will describe several partnership electronic materials in our libraries. How efforts I was involved in establishing while many of you remember the Department of working at GPO in 1996/97. And third, I will Commerce's Economic Bulletin Board (EBB)? conclude with a couple of observations on As a pilot project, the EBB was the first online what I believe to be the greatest challenge product made available through the FDLP facing the partnership program. (GPO Pilot Projects). And boy, have things changed! By 1994, Federal agencies were spending an estimated $7.8 million dollars on dial-up - ;i bulletin boards and nearly million on Background Technological Change , $51 Internet resources. By 1996, agencies were When I started work in documents in August still spending in the neighborhood of $7 1 986, we were searching the Monthly Catalog million on dial-up access, but were spending on an AutoGraphics product called MicroMax, some $325 million on providing Internet-based which was a computer generated roll of fiche information resources (Report to the that contained the entire Monthly Catalog from Chairmen). I would imagine that has escalated 1 976 on. At that time, all the computerized significantly over the past three years. And, searching we did was on a 1200 baud phone according to the 1997 Biennial Survey results. 248 1999 Federal Depository Library Conference - Proceedings over 88% of us are providing public Web The problematic policy issue has been the browser access to that information in our question of whether Federal agencies are departments. How many of you provided required to cooperate with the FDLP in the public Internet access in 1988? Things indeed dissemination of electronic information do change. products. Simply put, the section of Title 44 U.S. Code that defines Government Background - Persistent Principles publications is by some interpreted to apply only to printed materials, not electronic. In On the other hand, while some things have fact, many agencies accept this interpretation changed, others have stayed the same. While and ignore the FDLP as an avenue for information technologies have changed distribution of electronic publications. dramatically, the mission and goals of the Federal Depository Library Program have As most of you know, the library community remained relatively constant. has worked valiantly over the past two years to draft, lobby, and negotiate Senate Bill 2288 For example, I would guess that virtually (105th Congress), the Wendell H. Ford everyone in this room would agree with such Government Publications Reform Act, through basic FDLP assumptions as: Congress. This bill would have taken great strides toward resolving the growing fugitive • The public has a right to access documents problem. Unfortunately, despite all Government information; the good work done by the library associations, GPO, and others, S. 2288 did not pass. • The Government has an obligation to disseminate and provide broad public Given this policy vacuum and the transition to access to its information; electronic distribution, it is difficult to envision how the sort of centralized coordination of • The Government has an obligation to access to Government information that the guarantee the authenticity and integrity of FDLP provided in the world of paper will its information, and translate into our new universe of electronic resources. In the old world of paper, agencies • The Government has an obligation to were required to print through the GPO, and with these materials in the print plant, the preserve its information. GPO Library Programs Service could fairly readily For the most part these remain the guiding identify items that should be distributed principles for our activities as participants in through the FDLP. the FDLP. In the new universe of HTML editing and often publish Over the past decade, the library community Internet access, agencies their and Federal information providers, particularly information directly on the Web, cutting out the GPO, have struggled to assure these the GPO as printer. Library Programs Service as libraries repositories. traditional public access values in an era of coordinator, and FDLP as rapidly changing information technologies. This bypassing of the FDLP, of course, raises This struggle has been particularly difficult the critical question of how the assumptions and principles assured through the more or less because changes in information technology centralized FDLP program in the past will play have far outpaced adjustments to Federal in significantly scattered Internet- information policy. out the more based information environment into which we are evolving. 249 1999 Federal Depository Library Conference - Proceedings Report to Congress information producing agencies, GPO, depository libraries and NARA (p. E-v). In August 1995, GPO managers were given the opportunity to collect their thoughts on how to • In the new FDLP model, forward adapt the "Program" to the new information movement of information products can environment. Responding to changes in stop at any one of the points in the technology, to efforts to trim the budget, and to dissemination process: the point of creation Al Gore's efforts to re-invent the Federal (the issuing agency), the point of Government, Congress instructed the GPO to coordination (GPO), or the point of local undertake a Report to Congress, Study to access (depository library). Nor will Identify Measures Necessary for a Successful Government information products always Transition to a More Electronic Federal reside at the same location both for Depository Library Program. The final report immediate and permanent access. from this study (hereafter the Study) was issued in June, 1996, and has provided a framework Some agencies may decide to fulfill their for many FDLP efforts over the past several obligations for public and depository years. access through their own electronic information services for the short term, only One basic assumption of the Study is that the to pass responsibility for the information on scope and volume of Government information to GPO for permanent access through the made available in electronic formats has FDLP. Under other partnering become so vast that no one entity will be able arrangements, depository libraries may to manage it and that a new FDLP model will accept responsibility for permanent public develop to accommodate the increasingly new access to some types of Government information environment. information products. The party that retains physical custody of the information Several quotes from the Study demonstrate the for on demand depository access will be extent to which the Study envisions responsible for the information's partnerships to be an integral component of authenticity, storage and maintenance (pp. this new model FDLP: 20-21). • The Strategic Plan proposes a new FDLP Significantly, the Study vests in GPO the model that allows the traditional partners in responsibility for coordinating this new model. the program to interact in new ways and Quoting again: which defines the various partners in the process by the services they provide rather • GPO, as administrator of the FDLP, will than by the actions they perform (p. 20). coordinate a distributed system that provides continuous, permanent public • GPO also may establish partnerships with access, involving the publishing agencies, depository libraries to retain and provide the National Archives and Records permanent public access to certain types of Administration, and regional and other information (p. 24). depository libraries (p. E-7). • An enhanced system is needed to ensure While these statements outlined a substantial permanent public access to electronic responsibility for GPO as administrator of the Government information products through FDLP to oversee some sort of network of the FDLP. Such a system must include all partners to provide access to the burgeoning of the institutional program stakeholders: mass of electronic Government information. 250 1999 Federal Depository Library Conference - Proceedings there was little beyond these statements of My focus was on partnerships looking in the principle and general responsibility to provide other direction, toward libraries as potential guidance to the GPO employees given partners. This immediately suggested two responsibility for implementing the strategic possible types of library partnerships: one in plan. They provide little in the way of which there was a two way partnership concrete suggestions on how this system of between GPO and the library, and one in partnerships would be implemented. which there was a three way relationship between the GPO, the library, and the Federal Implementing the Study's "Strategic Plan" agency producing the information. The latter scenario seemed the more interesting and Defining what partnerships would be and how desirable because it would lead to new and they would work would need to be worked out unusual relationships among the three partners. as GPO staff began to implement the Study's "Strategic Plan." Of that I became intimately I will confess that I took the path of least aware when I started working for GPO as a resistance in my efforts to identify potential consultant in June 1996, less than a month prototype library partners. Rather than start after the "Strategic Plan" was published. The from scratch I identified a couple of libraries partnership questions was assigned as one of that were already working with agencies and my primary responsibilities. tried to negotiate partnerships with them. I contacted two colleagues whom I knew and Sandy Morton-Schwalb, also a consultant at who were involved in existing arrangements that time, and I set out with various GPO staff with agencies: to try to establish one or more prototype partnerships. Because there were no FDLP • John Shuler at the University of Illinois, partnerships, it was our hope that by actually Chicago (UlC), who was working under establishing prototypes we could work through contract with the Department of State to some of the details that would define manage the DOSFAN Internet site, and partnerships. • Greg Lawrence at Cornell, who was The projects on which Sandy and I worked similarly under contract to manage USDA took dramatically different directions, defining Economic and Statistics Service Internet a sort of dichotomy in the way partnerships are resources. organized. Sandy looked toward establishing partnership agreements in which GPO would Owing to various factors, the discussions with work directly with agencies. In effect, she UlC advanced more quickly and provided the worked to establish partnerships as Interagency opportunity to work through a prototype agreements between GPO and other Federal Memorandum of Understanding (or MOU) agencies. which was signed by UlC, the Department of State, and the GPO. The MOU outlined Early on Sandy's main effort was to establish an responsibilities of the three partners, and, at arrangement with the Department of Energy, base, assured that the information UlC which led ultimately to the DOE Information maintained on DOSFAN would remain Bridge partnership of which you heard Dr. permanently accessible through the FDLP. If Warnick speak on Tuesday morning. Sandy UlC were to have difficulties in the future that also worked on the Interagency Agreement would preclude them from operating which formalized the NTIS/FDLP pilot DOSFAN, GPO assured that they, or a new partnership. partner, would absorb the responsibility for making these Department of State products 251 1999 Federal Depository Library Conference - Proceedings available for FDLP access. I will confess that Another interesting possibility for identifying what I saw as the most significant outcome of partnerships I explored beyond turning to UlC establishing the DOSFAN partnership had and Cornell is what George Barnum calls the more to do with having successfully gotten the dead agency partnership. That is, identify an MOU through the GPO legal review process agency that has recently been eliminated and than with folding some excellent information then find a library willing to partner on those resources into the program. materials. I made my initial contacts with Cathy Hartman in this light on ACIR materials. Discussions with Cornell regarding a What makes the dead agency scenario easier is partnership bogged down. Cornell has a that only GPO and the library need to sign off unique arrangement with the Department of on the MOU - there is no agency. Agriculture and the issue of a partnership assuring permanent access raised questions that I don't have time to talk of all the partnership could not be resolved at that time. However, angles I tried to work, and in fact have being at the table with Cornell did provide probably forgotten many. One that was GPO with some exciting opportunities, interesting was establishing a "pilot" including participation in the national partnership with OCLC on ERIC documents. conference on the preservation of digital OCLC was interesting as a potential partner agriculture information, about which Pam owing to their huge digital storage capacity and Andre spoke yesterday. their familiarity with the library community. The duration of that partnership is over and the Participation in this conference, one of only a results are being assessed. handful of efforts addressing the electronic preservation issue at that time, provided GPO With these accomplishments and near the opportunity to interact with others accomplishments under my belt, I left GPO to interested in providing permanent access to a return to the university library. I couldn't help specific subset of Government publications. but feel that what I had done was the easy part. Sure, we had worked out some details and Because the basic underpinning of partnerships come up with some models as called for in the as we perceived them at that time was Council recommendation. But the real work of permanent access, discussions with Cornell making these partnerships lay ahead. The real pretty much ended there and a partnership was daily operational details had yet to be worked not established. However, during our out. discussion Greg did make some interesting suggestions for possibly forming a reference Concluding Observations oriented partnership which would be based on the value added bibliographic and reference I also exited the doors of GPO with several big assistance that Cornell had built into the site. questions that I knew would need to be While no partnership was developed, I did resolved, yet were hardly at that time even on think his idea was intriguing. In fact, a the table. I will conclude my comments with a substantial portion of the value of the FDLP three part summary of what I believe is the partnership with University of North Texas on biggest challenge facing the partnership ACIR (Advisory Commission on program. Intergovernmental Relations) products, and DOSFAN 's Electronic Reference Service, of 1. Agency non-compliance: which John will speak shortly, is the librarian- enhanced access they incorporate into their I believe that unless Title 44 is revised. Federal Web sites. agencies will tend to deliberately not use the 252 1999 Federal Depository Library Conference - Proceedings FDLP as a channel for distribution of their My impression is that the sort of relationships electronic information products. This is partly that Greg Lawrence has arranged with the owing to a lack of knowledge within agencies Department of Agriculture and John Shuler has of either the extent to which their information made with the Department of State are products are available through depository praiseworthy exceptions to the norm, but they libraries or the degree to which GPO catalogs are exceptions and I don't believe that there and provides access to their publications. are many libraries that will follow their lead. Someone needs to be there to lubricate or Agencies tend to see their responsibility as facilitate the process. getting information to targeted audiences, then preserving the few publications having If the FDLP is going to effectively tame the historical value in the National Archives and electronic information beast through Records Administration. Their basic awareness partnerships, my opinion is that GPO is going of GPO is as Federal printer, not as the to have to be that middleman. I know staffing coordinator of the library program. Agencies is tight given other responsibilities, but the are probably unaware that the positive efforts advantages GPO has are 1) they are local to they are making to save resources and provide many agencies, 2) they have the auspices of timely, ubiquitous access by making their being a major Federal agency, and 3) they have current information available via the Web are existing contacts and outreach to agencies. It potentially undermining future access to makes sense that GPO take advantage of these Federal information through the library existing advantages rather than having multiple program. libraries work from scratch. 2. Active Model: References Assuming that agencies avoid (deliberately or unintentionally) using the FDLP, new energies Aldrich, Duncan M. and Janita Jobe. "GPO will be necessary for the FDLP to function as a Pilot Projects." In Swanbeck, Jan and Peter more or less central source for accessing Hernon, editors. Depository Library Use of Federal Government information. The old Technology: A Practitioners Perspective. paper model of FDLP distribution was Norwood, Nj: Ablex Publishing Corporation, relatively passive. The stuff simply came to 1992. GPO and GPO distributed it; agencies were required to use GPO for printing. Some Aldrich, Duncan. "Partners on the Net: FDLP mechanism will need to be established in the Partnering to Coordinate Remote Access to Web model for the discovery, capture, and Internet-Based Government Information." preservation of agency information products. Government Information Quarterly, v. 15 n.l pp. 27-38, 1998. 3. Matchmaker: Report to the Chairmen, Committee on Someone needs to take the lead in linking Appropriations and Committee on potential partners together. In my opinion, all Governmental Affairs, U.S. Senate. Internet and players have some responsibility and must Electronic Bulletin Dial-Up Bulletin Boards: contribute some level of energy toward this Information Reported by Federal end, but I believe equally that it is critical that Organizations. Washington, DC: General GPO take the most active role, essentially to Accounting Office, 1997. 44 pp. establish a mechanism whereby GPO functions < www. gao.gov/cgiA)in/getrpt?GGD-9 7-86 > as matchmaker between agencies and libraries. 253 1999 Federal Depository Library Conference - Proceedings Government Printing Office. Report to Congress. Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program. Washington, DC: GPO, 1996. 254 1999 Federal Depository Library Conference - Proceedings Partnerships on the Web: FDLP Partnering to Provide Access to Electronic Resources George Barnum U.S. Government Printing Office Wasliington, DC Good morning! When I first arrived at GPO • Content partnerships, in which an almost two years ago, I found myself being agreement for storage and service of referred to as "the new Duncan," since I specified electronic publications is struck followed Duncan Aldrich as expert consultant. between the agency, a library, and GPO; As my time in the big red buildings has worn on, I've acquired a new moniker, "Mr. • Service partnerships in which the partner Partnership." So it's in that role that I'm produces a resource or tool of use in thought to have a contribution here this administering the FDLP; morning. • Gateways, in which partners provide useful In reality, taking Duncan's name in vain is not alternative views and locally tailored completely in jest here, since it was his white interpretive information for GPO Access; paper that first collected and made clear the and notion that GPO is assuming responsibility for permanent access, in a way that we see as • agency agreements in which we're analogous to our role in continuing experimenting with agencies on providing accessibility for paper documents distributed to access directly to their information. depositories. We delegate the specific tasks and responsibilities to a partner, via a written We can identify a number of potential benefits agreement. in these arrangements: Two of the principal challenges in our • Permanent public accessibility commitment to providing permanent • Assured bibliographic control accessibility to electronic Government • Distributed workload information products, which Duncan identified • Increased involvement of libraries in the white paper, are the issues of the • Strengthened relationships between capacity required for storage of the data and agencies, GPO, and libraries the expertise required for making it available. Both of these tasks are formidable. The common thread, from GPO's point of Partnerships are a way for us to model various view, that runs through all these arrangements, strategies for redefining the FDLP, taking and which differentiates them from the advantage of the possibilities of the electronic traditional relationship between depository environment. libraries and the FDLP, is that there is in all these cases some formalized, written tried out several basic models To date, we've agreement defining the terms and goals of the partnership with agencies and for working in partnership. For content and service libraries: partnerships, there is a Memorandum of Understanding, signed by all participating 255 1999 Federal Depository Library Conference - Proceedings parties, which details specific expectations by projects. We're still searching for a set of which the performance of all parties can be models that will be as effective and inclusive as measured. For Gateways, a letter from the possible. Inclusivity is the key - there is Superintendent of Documents summarizes probably not a single answer, no one-size-fits- GPO's expectations. Agency projects are all approach. formalized by an Interagency Agreement which functions much like the Memorandum of We have recently been much encouraged by a Understanding. meeting with some agency Webmasters in the idea of placing a far greater responsibility on The other common denominator, in all our the partner and GPO to discover and capture agreements to date except one, is that GPO information, and involving the agency "after makes no direct monetary payment to the the fact." The cold fact seems to be that while partner. there may be some interest in the idea of permanent accessibility on the part of the I've spent some time considering a number of agencies, it's not much of a priority for them, issues about how GPO can make the most of and no large allocation of their resources is partnerships. For a time, we were looking very going to be given over to initiating it. This hard for ways to "streamline" - that is, move the approach may lend itself to our "topical" idea, formation of the partnership and the written in which we feel that libraries may have an agreement process from the "work of art" stage interest in being tlie FDLP partner site for to more a regular process. information on whatever, and it may be all information from one agency, or from several. I've come to believe that the more important issue than that is the whole way partnerships One piece of my work in recent weeks has should germinate. I've been asking lots of been the revision of our basic Memorandum of questions: If a library wants to be a participant, Understanding document. We originally what's the best way to get it together with an thought to work from a "boilerplate" document agency? Is the best approach to work with that could be adapted for each individual agencies and actively seek library partners situation. I'm now at work on what I'm calling according to their needs? Or should we work a "drafting guide" that will give sample to reduce the administrative obligations on language and guidance on what content fits agencies as active participants? Is the single what situation, in a sort of "two from column agency/single host model the only one we A, one from column B" format. It's my hope should consider, or could partner libraries that this guide will make the mechanics of derive more value from a topical approach? starting partnerships a good deal easier. What about partners who are interested in scanning retrospective content? And what do So, that's the view from "the two Duncans:" we at GPO do when a library approaches us where we've come from and where it might be with a really good idea? leading us. Now Donna Koepp, who (fortunately for me) needs no introduction, will All of these are questions we're pondering, and describe her recent experience in trying to that have in many cases been brought to mind create a partnership project. by the other folks on this panel and their 256 1999 Federal Depository Library Conference - Proceedings Constructing a Partnership: Nuts and Bolts Perspective Donna Koepp University of Kansas Lawrence, KS I have been asked to share with you as easily be talking about Bureau of information about the partnership that I have Reclamation projects or National Park Service "under construction." I've been working on data or trade data from the Department of this for a couple of years, and still have a ways Commerce. What I hope to communicate is to go, but I think there may be some the process that I have gone through to get to information about the process that I have gone where I am now. It is my hope that by sharing through that may be worth sharing with you. this process with you that it may inspire you to pursue a partnership idea in some area that is As many of you probably are aware, I have of special interest to you. been involved with maps and cartographic information for a long time, so it will come as My opportunity to pursue the partnership no surprise to you that the partnership that I am option came from my involvement with and working on involves cartographic and spatial membership on the Cartographic Users data. I have two underlying concerns that Advisory Council. For those of you who are caused me to pursue a partnership idea. not familiar with this Council, the Cartographic Users Advisory Council (CUAC) is made up of One, I am and have been for a very long time, representatives of six map library organizations concerned with the preservation of data. Long and organizations which have an interest in before we talked about the transition to an maps. These organizations are ALA's Map and electronic depository, I was concerned about Geography Round Table (MAGERT), the what was happening to historical data when Government Documents Round Table map revisions were made electronically in the (GODORT), the Geoscience Information map producing agencies. This has been going Society, SLA Geography and Map Division, the on for a long time. Western Association of Map Libraries (WAML), and the North American Cartographic Secondly, I became concerned when it became Information Society (NACIS). apparent that spatial databases were being withdrawn from the depository library program CUAC meets annually, usually in the because there was no cost-effective way of Washington, DC area with map producing distributing some of these huge data sets, agencies and at least one representative of specifically the DOQs (digital GPO. Each representative on CUAC is orthophotoquads). assigned one or two agencies to liaison with throughout the year. The goal is to establish a Now, having said that much, I would like to good contact with the agency, learn as much as interject here, that the content of my possible about the activities of the agency and partnership idea is not what is important about to communicate to the agency the mission of what I have to say. I'm talking about the Federal Depository Library Program. cartographic and spatial data, but I could just 257 1999 Federal Depository Library Conference - Proceedings Over the years we have gotten to know some is not making it into the public domain in our of these agency representatives very well and libraries. Some of you may have accessed have developed a good working relationship DOQ information on Microsoft's Terraserver with them. CUAC has been meeting since < http://terraserver.microsoft.com > . USGS 1978. Beginning in 1984, when both U.S. has a Cooperative Research and Development Geological Survey (USGS) and the Defense Agreement with Microsoft for putting images Mapping Agency partnered with GPO for the from the DOQs on the Internet. This has been management of their depository programs, a research effort for Microsoft to develop their CUAC began working with GPO as well. technology for serving very large datasets. It is not certain how long they will maintain this The mission of CUAC is similar to GODORT's site. adopt-an-agency program, which operates within the Federal Documents Task Force. It The Terraserver has a huge amount of DOQ seems to me that the adopt-an-agency program data, images of the whole US, but they are just or concept would be a very good vehicle images and one cannot do anything with them through which one could pursue an agency other than view them. With the data that we contact that could ultimately lead to a should have gotten on CD-ROM we would be partnership. able to download the data for the image we wanted into a software program, such as At the 1 997 CUAC meeting, USGS explained ERDAS or ArcView and incorporate it into that they were having to withdraw the DOQs whatever map we are working on. We could from the depository library program, and display thematic information on it, or overlay explained the reasons for having to do that. the image with another map. In other words, The DOQs are digital orthophotoquads, which from the CD-ROM we would have information are aerial photographs covering most of the that our users could interact with and use in U.S. Basically, these huge datasets were their research, not just view on the screen or expensive to produce, and sales of this product order off-line. to the public and commercial vendors had not reached the level that USGS had anticipated, Although the DOQs are the only firm example so they had decided to press them on demand I have of spatial data that has been withdrawn only. As an alternative to putting them into the from the depository program, it seems to me depository program, they were also offering to that this could be just the tip of the iceberg. provide them on demand for a price to GPO, There is probably other electronic data but they could not continue to distribute them available in other map producing Federal to all of the libraries that had selected them. agencies that is just as expensive and complex This was not a matter of the agency not to distribute to libraries that we probably are wanting to cooperate with the depository not getting into the depository program at all. program, but the reality of the situation was Maybe we don't even know it exists. And how that they could not afford to distribute the do we know that it is being preserved? Are information in the way they had originally revisions being made over the top of old data hoped to do. without a copy of the old being saved for historical purposes? If this data goes to NARA, Of all of the electronic spatial datasets that do they have the capacity to archive it, refresh USGS has distributed, the DOQs are the only it, and to migrate it when necessary? one that is not distributed in any other way. There is no paper product. If we don't get At the CUAC meeting where USGS announced them electronically, we don't get that that it had withdrawn the DOQs from the information at all. This is truly information that depository program, there was also a 258 1999 Federal Depository Library Conference - Proceedings representative from the Federal Geographic Our hope is that with the help of expertise Data Committee (FGDC), who indicated that from geography departments, better access she would be willing to work with us to see if could be provided to spatial and cartographic there was any other way that this information data. Perhaps a query by geographic area could still be distributed. That willingness on would give one the option of clicking on a the part of another Federal agency was the variety of types of data. A common Interface impetus for exploring the partnership idea. would be developed for accessing all types of Shortly after this I talked with a few folks at cartographic data. Huge data sets would be GPO about the idea of a partnership, but only stored on large servers in the computer centers that this was an idea I was pursuing on behalf of consortium members. Data that could not of CUAC. We took no action at that time. be stored could be available 'near line' on GPO noted the fact that I was interested in demand by using robot technology. Data pursuing this, offered to help if they could and would be refreshed to assure continuing access asked that I keep them informed. and migrated to new technology as necessary. I envision a consortium of perhaps 10 libraries. About a year after that particular CUAC This would be small enough so that members meeting, two members of CUAC met again could work together to share expertise already with GPO, uses and FGDC to discuss how developed in the geographic information we might proceed. By this time I had begun to systems field and to further make this think in terms of all, or at least many Federal technology easier for us to use In our libraries. map producing agencies and not just USGS. And I began thinking that a partnership for This Is the part that is still under construction. cartographic and spatial data would need to This cannot be done without major money. Involve more than one library as well. My goal is to get grant money of some kind that would fund this Idea. That Is where I am My Idea is this. That a consortium of at the moment. depository libraries be established to partner with Federal map producing agencies and The details of this particular partnership idea GPO. The consortium members would each are less important here than the process by commit to providing permanent, user friendly which the inspiration for the partnership access to spatial and cartographic data. The occurred and the steps taken toward agencies would provide just one set of their implementation. Let me say In summary, that data to the consortium and the consortium there are certain elements that appear to me to would make it accessible over the net. The be necessary for the formation of a partnership. way in which the data would be distributed Number one, request and read GPOs among consortium members has not been partnership agreement to determine if this is determined. Consortium members have not something that you are interested In being been totally determined. What is known is that involved in. If you are, then: consortium members, which would be depository libraries, likely those with a strong 1 ) You need to have an area of interest or area map library committed to electronic of need that you wish to pursue for your cartographic information access, would likely Institution. You need to have an Interest In have to work with others on their campus such making this information accessible and as geography departments and computer permanently available. centers In order to have the resources to make this commitment. 2) Make some contacts with the agency concerned. Try to find someone in the agency who has similar Interests in assuring 259 1999 Federal Depository Library Conference - Proceedings permanent access to their data. This may 5) Get the approval of your administration not be the first or even the second person early on. This is a significant commitment you talk to, but keep trying. You may be that is being made by your institution, and interested in doing this through GODORT's not just by you. adopt-an-agency program. It seems to me, that this 'notion' of partnership, 3) Talk to GPO about your idea and your as I have heard George refer to it a few times goals. this week, is very exciting. We are charting a new way of doing things. The old method of 4) Be patient and persistent. Partnerships, I regional libraries preserving everything in believe, may not be built overnight, or at perpetuity doesn't work any more. The least the relationship with your agency paradigm has shifted, as much as I dislike that contact usually will take a bit longer than term, I guess it suits this situation better than that. anything else. We have an opportunity here to be pioneers in developing a new way of Although I would agree with George that preserving public information. Until someone we must move beyond each partnership comes up with a better idea, partnerships are being a work of art, I suspect there will the way we will do it. The field is wide open. always be some that will require a bit of There are literally hundreds of areas that need creativity and careful crafting. At the same our attention. From the tiniest subagency or time, however, the process will get easier bureau to the very very big, there are many with more experience. After all, the first exciting opportunities. I hope that you will few of these have required charting new give this notion of partnerships some thought. territory. Since GPO now has experience in the development of several partnerships, the process should be easier and faster. 260 1999 Federal Depository Library Conference - Proceedings Contributors Duncan M. Aldrich George D. Barnum Head, Business & Government Information Electronic Transition Specialist Center U.S. Government Printing Office University of Nevada, Reno Library Programs Service (SL) University Library 732 North Capitol Street, NW 1664 North Virginia Street Washington, DC 20401 Reno, NV 89557-0044 (202) 512-1114 (775) 784-6500 ext. 256 [email protected] [email protected] Steve Beleu Barbara J. Aldrich Director, U.S. Government Information Assistant Chief, Customer Services Center Oklahoma Department of Libraries Bureau of the Census 200 Northeast 1 8th Street Marketing Services Office Oklahoma City, OK 73105-3298 Building 3, Room 1572 (405) 522-3327 Washington, DC 20233-0800 [email protected]. state. ok. us (301)457-1225 [email protected] Sharon R. Blackburn Government Documents Librarian Don Altom Texas Tech University Product Manager School of Law Library U.S. Department of Energy 1802 Hartford Avenue Office of Scientific & Technical Information Lubbock, TX 79409 1 75 Oak Ridge Turnpike (806) 742-3883 Oak Ridge, TN 37830 [email protected] Judy C. Andrews Greta j. Boeringer Electronic Transition Specialist Reference/Documents Librarian U.S. Government Printing Office Pace University Library Programs Service (SL) School of Law Library 732 North Capitol Street, NW 78 North Broadway Washington, DC 20401 White Plains, NY 10603-3710 (202) 512-1114 (914) 422-4357 [email protected] [email protected] Todd S. Bacastow Nancy Brun CIS Coordinator Chief, Information Resources Branch Pennsylvania State University National Cancer Institute 128 Land & Water Building Office of Cancer Communications, Bidg. University Park, PA 16802 31-10A28 (814) 863-0049 31 Center Drive MSG 2580 [email protected] Bethesda, MD 20892-2580 (301)402-7405 [email protected] 261 1999 Federal Depository Library Conference - Proceedings Carol F. Cini Lillie J. Dyson Associate Director Public Libraries & State Networking Branch U.S. Government Printing Office Chief Institute for Federal Printing & Electronic Maryland State Dept. of Education Publishing (FP) Division of Library Development and Services 732 North Capitol Street, NW 200 West Baltimore Street Washington, DC 20401 Baltimore, MD 21201-2595 (202) 512-1265 (410) 767-0443 [email protected] j1 1 [email protected] Robert D. Clair ^ Cynthia L. Etkin Senior Training Specialist Library Inspector Bureau of the Census U.S. Government Printing Office Customer Services Center, Marketing Services Library Programs Service (SLLD) Office 732 North Capitol Street, NW Building 3, Room 1575 Washington, DC 20401 Washington, DC 20233-0800 (202) 512-1119 (301) 457-1220 [email protected] [email protected] Walter L. Finch Kay Collins Associate Director for Business Development U.S. Government Information Librarian " ' National Technical Information Service University of California, In/ine U.S. Department of Commerce Main Library 5285 Port Royal Road Campus and University Drives Springfield, VA 22161 Irvine, CA 92623-9557 (703) 605-6507 (949) 824-7290 [email protected] ; [email protected] '''' Mary M. Finley Dr. Roland G. Droitsch U.S. Documents Librarian ' Deputy Assistant Secretary for Policy ' California State University, Northridge U.S. Department of Labor DelmarT. Oviatt Library 200 Constitution Avenue, NW 18111 Nordh off Street Washington, DC 20210 Northridge, CA 91 330-8327 (202) 219-9058 ext. 173 (818) 677-5001 [email protected] [email protected] ^ Donna Dye Gail Fithian 0*NET Project Manager Coordinator, Government Documents U.S. Department of Labor Boston Public Library Employment and Training Administration 700 Boylston Street 200 Constitution Avenue, NW Room N-5636 Boston, MA 02116-2813 Washington, DC 20210 (617) 536-5400, ext. 227 (202) 219-7161 ext. 130 [email protected] [email protected] 262 1999 Federal Depository Library Conference - Proceedings Sandra Fritz Cathy N. Hartman Federal Documents Librarian Documents Librarian Illinois State Library University of North Texas 300 South Second Street Libraries Springfield, IL 62701-1796 Highland Street (217) 524-1795 Denton, TX 76203-5190 sfritz@l ibrary. SOS. state, i I .us (940) 565-3269 [email protected] Kenwood E. Giffhorn Deputy Secretary, Management & Technical Cassandra Hartnett Services U.S. Documents Librarian PA Department of Environmental Protection University of Washington Rachel Carson Building, 16th Floor Suzzallo Library P.O. Box 2063 Seattle, WA 98195-2900 Harrisburg, PA 17105-2063 (206) 685-3130 (717) 787-71 16 [email protected] ington.edu giffhorn. kenwood@dep. state. pa. us Stephen Henson John W. Graham Documents Librarian Head, Public Documents & Patents Louisiana Tech University Public Library of Cincinnati & Hamilton Prescott Memorial Library County Everett Street 800 Vine Street - Library Square Ruston, LA 71272-0046 Cincinnati, OH 45202-2071 (318) 257-4989 (513) 665-3358 [email protected] [email protected] Suzanne L. Holcombe Markku T. Hakkinen Assistant Documents Librarian Senior Vice President Oklahoma State University The Productivity Works Edmon Low Library 7 Belmont Circle Stillwater, OK 74078-1071 Trenton, NJ 08618 (405) 744-6546 (609) 984-8044 [email protected] [email protected] Forest Woody Horton Laurie B. Hall Consultant Program Analyst National Commission on Libraries and U.S. Government Printing Office Information Science Library Programs Service (SL) 1110 Vermont Avenue, NW, Suite 820 732 North Capitol Street, NW Washington, DC 20005 Washington, DC 20401 (202) 606-9200 (202) 512-1062 [email protected] [email protected] 263 1999 Federal Depository Library Conference - Proceedings Walter R. Houser Karie T. Lew Webmaster Analyst U.S. Department of Veterans Affairs U.S. Government Printing Office Information Management Services (045A4) Electronic Information Dissemination Services 810 Vermont Avenue, NW (SDE) Washington, DC 20420 732 North Capitol Street, NW (202) 273-8012 Washington, DC 20401 [email protected] (202) 512-1525 [email protected] John Hughes ;si-rv;^:'; F. Outreach Coordinator - Joan Loftus National Climatic Data Center U.S. Government Documents Bibliographer Federal Building Stanford University 151 Patton Avenue Green Library Asheville, NC 28801-5001 Stanford, CA 94305 (650) 725-1030 Ray Ingram [email protected] Executive Vice President The Productivity Works James M. Mauldin 7 Belmont Circle Publications Management Specialist Trenton, NJ 08618 U.S. Government Printing Office (609) 984-8044 Library Programs Service (SLLA) [email protected] 732 North Capitol Street, NW Washington, DC 20401 Deborah P. Klein (202) 512-1698 Associate Commissioner for Publications [email protected] Bureau of Labor Statistics U.S. Department of Labor Nan L. Myers ' 2 Massachusetts Avenue, NE, Rm. 41 10 ~ Government Documents Librarian Washington, DC 20212 Wichita State University ' (202) 606-5900 . Ablah Library [email protected] 1845 Fairmont Wichita, KS 67260-0068 Donna P. Koepp (316) 978-5138 Head, Government Documents & Map Library [email protected] University of Kansas • 6001 Malott Hall . David Nathanson Lawrence, KS 66045-2800 Chief, Library and Archives Services (785)864-4660 National Park Service [email protected] Harpers Ferry Center P.O. Box 50 Harpers Ferry, WV 25425-0050 (304) 556-0238 [email protected] 264 1999 Federal Depository Library Conference - Proceedings Robert Neff Kathleen Quinn Intranet Project Manager Project Supervisor U.S. Mint Bureau of Justice Statistics Clearinghouse One Mass, 5th Floor, OEIP 2277 Research Boulevard (MS 2-B) 633 3rd Street, NW Rockville, MD 20850 Washington, DC 20220 (800) 732-3277 (202) 216-1642 [email protected] [email protected] Robert C. Richards, Jr. Dr. Brand L. Niemann Technical Services Librarian Digital Librarian & Computer Specialist University of Colorado U.S. Environmental Protection Agency Law Library Environmental Statistics & Information Division Kittredge Loop South 401 M Street, SW (MS 2164) Boulder, CO 80309-0402 Washington, DC 20460 (303) 492-2706 (202) 260-2510 [email protected] [email protected] Judith S. Robinson David J. Nuzzo Associate Professor Acquisitions Librarian State University of New York, Buffalo State University of New York, Buffalo School of Information and Library Studies Lockwood Library 534 Baldy Hall Buffalo, NY 14260-2200 Buffalo, NY 14260-1020 (716) 645-2305 (716) 645-3327 [email protected] [email protected] Christopher X. Pfeiffer Joseph Roeder PAS DA Metadata Specialist Access Technology Specialist Pennsylvamia State University National Industries for the Blind Pattee Library E506 1901 North Beauregard Street, Suite 200 University Park, PA 16802 Alexandria, VA 22311 (814) 865-1858 (703) 578-6524 [email protected] [email protected] Jeffrey D. Pledger Martha Jo Sani President Assistant Librarian Able Channel University of Colorado P.O. Box 3274 White Business Library Reston, VA 20195 Campus Box 419 (301) 890-5944 Boulder, CO 80309-0419 [email protected] (303)492-2021 [email protected] David Poehlman Independent Consultant 115 00 Bucknell Drive #1 Wheaton, MD 20902 (301) 949-7599 [email protected] 265 1999 Federal Depository Library Conference - Proceedings Fred C. Schmidt Dr. Walter L. Warnick Government Documents Specialist Director Colorado State University U.S. Department of Energy William E. Morgan Library Office of Scientific & Technical Information Fort Collins, CO 80523-1019 19901 Germantown Road, MS F-237 (970) 491-1881 Germantown, MD 20874 [email protected] (301) 903-6132 [email protected] Gail Snider Library Inspector Archie Warnock U.S. Government Printing Office U.S. Geological Survey Library Programs Service (SLLD) Federal Geographic Data Committee 732 North Capitol Street, NW Secretariat Washington, DC 20401 590 National Center (202)512-1119 Reston, VA 20192 [email protected] Arlene Weible William Sudduth Government Documents Librarian Reference Librarian Willamette University University of Richmond Mark O. Hatfield Library Boatwright Memorial Library 900 State Street Richmond, VA 23173 Salem, OR 97301-3992 (804) 289-8851 (503) 375-5343 [email protected] [email protected] Timothy L. Sutherland Marc W. Wolfson Government Information Librarian Public Affairs Specialist Indiana University, Northwest Federal Emergency Management Agency Library Office of Public Affairs 3400 Broadway 500 C Street, SW, Room 824 Gary, IN 46408-1197 Washington, DC 20472 (219)980-6946 (202) 646-3766 [email protected] [email protected] Jan Swanbeck Patricia B. Wood Head, Documents Department Web Manager University of Florida National Partnership for Reinventing George A. Smathers Library Government 241 Library West 750 1 7th Street, NW, Suite 200 Gainesville, FL 3261 1-2048 Washington, DC 20006 (352) 392-0366 (202) 694-0063 [email protected] [email protected] 266 1999 Federal Depository Library Conference - Proceedings Elizabeth J. Yeates Chief, Public Documents Room U.S. Nuclear Regulatory Commssion Public Document Room (LL6) Washington, DC 20555 (202) 634-3380 [email protected] 267 U.S CO-';:-;