ADMINISTRATIVE NOTES
Newsletter of the Federal Depository Library Program
Vol. 17, no. 08 GP 3.16/3-2:17/08 June 15, 1996
Federal Bulletin Board Now Has World Wide Web Access
The Federal Bulletin Board (FBB), a featured component of the U.S. Government Printing Office's (GPO) award-winning GPO Access service, is now accessible via the Internet's World Wide Web at:
http://fedbbs.access.gpo.gov
The Federal Bulletin Board is an electronic bulletin board service (BBS) that enables Federal agencies to provide immediate, self-service access to Government information in a variety of electronic formats and subject areas. Currently, more than 25 agencies representing all three branches of the Federal Government provide more than 7,500 files of Government information via the FBB.
FBB files include information from the White House and Executive Branch agencies (ranging from the Departments of State and Treasury to the Office of Foreign Assets Control, the Merit Systems Protection Board and the Federal Labor Relations Authority). Supreme Court opinions and files from other Judicial Branch agencies are also available.
The FBB Web server also contains information on the Federal Depository Library Program at:
http://fedbbs.access.gpo.gov/fdlp01.htm
FTP, Telnet and dial-in access are also available to the FBB:
FTP and Telnet: fedbbs.access.gpo.gov Dial-in:(202)512-1387 (Settings: BAUD 300-14,400 bps, 8 bits, no parity, and 1 stop bit, full duplex)
The FBB is but one component of the GPO's award-winning GPO Access service. Users of GPO's almost two-year-old online service are now downloading and retrieving documents at a rate of more than two million per month. GPO Access received the 1994 Federal Technology Leadership Award and the 1995 James Madison Award.
In addition to access to the FBB, GPO Access features access to key, daily-updated Federal databases, including the Federal Register, Congressional Bills, the Congressional Record, GILS Records, GAO Reports, the U.S. Code and a growing list of additional databases.
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GPO Access databases are available for searching at:
World Wide Web: http://www.access.gpo.gov/su_docs/aces/aaces001.html Telnet: swais.gpo.gov (login as guest) Dial-in: (202) 512-1387 (type swais; login as guest)
For further information or assistance, contact the GPO Access User Support Team at:
E-mail: [email protected]
Phone: (202) 512-1530
Fax: (202) 512-1262
List of Classes Now Available Online
The List of Classes in now available in electronic format on the Federal Bulletin Board, by anonymous FTP and through the World Wide Web.
The Web address for the List of Classes is: http://fedbbs.access.gpo.gov/libs/class.htm
The FTP address is: fedbbs.access.gpo.gov Select the subdirectory CLASS.
There are two files available in this "file library" (subdirectory):
APPENDIX.DOC01/13/95 24350 bytes (downloads 67) Listing of Government Authors Keywords: government authors gpo lps depository libraries
LISTCLAS.TXT05/03/96 873189 bytes (downloads 371) List of Classes, May, 1996 This is an ASCII, comma delimited file that lists the classes offered depository libraries. The List of Classes is usually uploaded on the first Friday of each month. Keywords: depository libraries gpo lps classes
For assistance, contact the GPO Access User Support Team, as shown above.
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Spaces Available for GPO Access Training In New York and Indianapolis
Space is still available at the GPO Access training sessions in New York City and Indianapolis, IN in July. The training sessions are scheduled in conjunction with the annual conferences of ALA in New York and AALL in Indianapolis.
New York Schedule
Monday, July 8 and Tuesday, July 9
New York Public Library Science, Industry and Business Library Electronic Training Center 188 Madison Avenue (34th & 35th Streets and Lexington Ave.).
two sessions each day: 8:30 a.m.- 11:30 a.m. 1:00 p.m.- 4:00 p.m.
Indianapolis Schedule
Thursday, July 18
Indiana University-Purdue University at Indianapolis University Library, Room 0106 755 West Michigan St. Indianapolis, IN
two sessions: 9:00 a.m.- noon 1:30 p.m.- 4:30 p.m.
If you are interested please register as soon as possible by contacting:
John Berger, Marketing Specialist Office of Electronic Information Dissemination Services [email protected] Fax: (202) 512-1262 Tel: (202) 512-1525
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Updated Depository Library Directory Now Available on the Federal Bulletin Board
An updated depository library directory is available on the Federal Bulletin Board. The profile information was compiled from data supplied by the nearly 1,400 Federal depository libraries on the 1995 Biennial Survey. Each profile contains the depository library number, congressional district, name, address, city, state, and zip code. The depository type (selective or regional); library type (land-grant, public, law, etc.); and year of designation are included. Each record also contains the names of the library director and documents librarian, the documents librarian's and public service phone number, and the fax number.
This free file is available in both ASCII and database formats. The file is updated irregularly as additions and changes are reported to the Library Programs Service.
To access the FBB, dial: (202) 512-1387 ( 8 N 1 full duplex)
Telnet to: fedbbs.access.gpo.gov
FTP: ftp://febbbs.access.gpo.gov
From the FBB main menu, key: (Federal Depository Library Information)
From the Federal Depository Library Program files, key: <1> (Depository Library files)
From that screen, press:
At the prompt, key in:
At the next prompt, key in download option.
Via GPO's Web site, type: http://fedbbs.access.gpo.gov
Click on Federal Depository Library Information
Click on Depository Library Profiles
Click on either profile.dbf or profile. txt.
(To update the record for your depository library, please use the form on the next page.)
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Depository Directory Update Form
Depository Library Number: Congressional District:
Institution Name:
Library Name:
Street Address:
City: State: Zip+4:
Library Director's Name:
Documents Librarian's Name:
Documents Librarian's Phone Number: Public Service Phone Number:
E-mail address: Mail, fax, or e-mail this form to: Chief, Depository Services Library Programs Service (SLLD) U.S. Government Printing Office Washington, DC 20401 Fax: 202-512-1432 e-mail: [email protected] Fax Machine Phone Number:
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GPO Provides Web Access to U.S. Federal GILS Records
Do you need help in finding U.S. Government information for yourself or others? The U.S. Government Printing Office (GPO) Superintendent of Documents has created a Government Information Locator Service (GILS) Web site as part of its award-winning GPO Access service. The GPO Access GILS site can help you identify sources of Federal information, learn more about the information available from these sources, and provide assistance in obtaining the information. It allows you to search and retrieve GILS records for 25 Federal agencies. It also contains records that point to other GILS sites, records designed to serve as pathways to sources of information in all cabinet-level and major independent Federal agencies, and Privacy Act Notices for all Federal agencies.
Each GILS record presents a thorough description of the information resource, including:
- - What information is available and why it was created;
- - How the information is made available for use;
- - Whom to contact for further information;
- - In some cases, a direct electronic link to the information itself is provided.
The GPO Access GILS site was designed to allow for searches of all records on the site or individually by agency. Browse options are also available for the Pathway and Pointer records. Using the default selection to search all GILS records on the GPO Access GILS site allows you to locate information resources even if you do not know which agency may produce the information you need.
All individual GILS records and Pointer records on the GPO Access GILS site were created by the agencies themselves and will be updated by those agencies. The Pathway records were created by the Superintendent of Documents Library Programs Service and will be maintained by that organization.
To use the GPO Access GILS site, point your browser to:
http://www.access.gpo.gov/su_docs/gils/gils.html
If you do not have World Wide Web access, this site can also be reached through:
- - WAIS client software directed to Host: wais.access.gpo.gov Port: 210 Database: GILS
- - Telneting to swais.access.gpo.gov (login as guest)
- - Dialing in to (202) 512-1661 (login as guest)
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This GILS site is one of many information retrieval applications available through GPO Access. To find out more about what is available:
- - Try the Superintendent of Documents Home Page at http://www.access.gpo.gov/su_docs
- - Contact the GPO Access User Support team via e-mail: [email protected] telephone: (202) 512-1530 FAX: (202) 512-1262
GPO Access: 1996 Unified Agenda Database Now Available Online
The first issue of the 1996 Unified Agenda (also known as the Semi-Annual Regulatory Agenda) was published in the May 13, 1996 issue of the Federal Register. It went up simultaneously as a GPO Access database with documents available in both ASCII text and Adobe Acrobat PDF files.
The Unified Agenda database is a wonderful tool for identifying future regulatory actions, by the issuing agency, topic or CFR part affected. Executive Order 12291 (46 FR 13193) and the Regulatory Flexibility Act (5 U.S.C. 602) require that agencies publish semi-annual regulatory agendas describing regulatory actions they are developing. The agendas are published in the Federal Register, usually during April and October each year.
In the table of contents for the May 13, 1996 Federal Register, the agendas are listed by the issuing agency under the Proposed Rule category. However, the Unified Agenda entries are published as separate parts, not integrated with other Federal Register documents published on the same day. The Unified Agenda is maintained as a separate database on GPO Access.
Each agency agenda begins with a preamble and a table summarizing the regulatory actions, followed by descriptions (abstracts) of each action. The Regulatory Information Service Center assigns a Regulation Identifier Number (RIN) to identify each regulatory action listed in the Unified Agenda.
Following is a brief description of the database and instructions for accessing it via the World Wide Web, using SWAIS (telnet or dial-in) or with WAIS client software.
DATABASE DESCRIPTION
Menu Name: Unified Agenda, 1996 (Volume 61) Host: frwais.access.gpo.gov Database Name: 1996_unified_agenda Port: 210
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Description:The 1996 Unified Agenda, also known as the Semi-Annual Regulatory Agenda, summarizes anticipated regulatory actions by Federal agencies. The records are ASCII text and Adobe Acrobat portable document format (PDF) files. The database is updated semi-annually when the Unified Agenda is published in the Federal Register, usually in April and October. Helpful Hints for searching this database are available online via GPO Access; simply search for the word hints.
WORLD WIDE WEB ACCESS
You can connect to GPO Access via the World Wide Web using Netscape or any other Web browser. The address for the Superintendent of Documents' home page is: http://www.access.gpo.gov/su_docs. The page for connecting to the online databases can be accessed directly by adding /aces/aaces002.html.
TELNET or DIAL-IN ACCESS
You can also connect to GPO Access via Telnet. The address is swais.access.gpo.gov. Type guest (lowercase) at the login prompt (no password is required). You will be using SWAIS. File transfers are by Internet e-mail or screen capture.
Users without Internet access can dial-in. Use a modem to call 202-512-1661; type swais and then login as guest. The modem settings are 8N1, full duplex. You will be using SWAIS. File transfers are by Internet e-mail or screen capture.
WAIS CLIENT ACCESS
If you are using WAIS client software and need source files for the GPO Access databases, instructions for adding source files to your client software are available on The Federal Bulletin Board. Access the bulletin board by FTP or telnet to fedbbs.access.gpo.gov or use a modem to call 202-512-1387. Download the file instruct.txt from the file library wais_doc.
If you are using WAIS client software and you wish to create a source file for the new database, instructions for adding source files to the WinWAIS and MacWAIS client software are available below.
A. Creating a Source File For WinWAIS:
Execute the following steps to create a source file for the new database:
1. Open the WinWAIS software; 2. Pull down the Edit menu and select the Select Sources menu item; 3. Click on the button labeled New; 4. Fill in the name, host and database fields using the information provided above; 5. Fill in the database description (optional); 6. Click the OK button in the Edit WAIS Source Definition Window; 7. Click on the OK button in the Selected WAIS Sources Window.
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B. Creating a Source File For MacWAIS:
Execute the following steps to create a source file for the new database:
1. Open the MacWAIS software; 2. Pull down the Sources menu and select the New menu item; 3. Fill in the name, host and database fields using the information provided above; 4. Fill in the database description (optional); 5. Click the OK button.
HELPFUL HINTS
Helpful Hints for Searching the Federal Register Online via GPO Access includes information on the Unified Agenda database. Search for "helpful hints" in the database to retrieve sample searches and other instructions. To access this information via the Web, use the address: http://www.access.gpo.gov/su_docs/aces/dcff001.html#ua
For further assistance, contact the GPO Access User Support Team by e-mail at [email protected], by phone at 202-512-1530 or by fax at 202-512-1262.
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GPO Access User's Guide Online
The GPO Access User's Guide, "Helpful Hints for Searching Federal Databases Online via GPO Access," is now available online via GPO Access WAIS Server and for downloading from the Federal Bulletin Board. The Guide contains an overview of the GPO Access customized client, as well as searching tips and Helpful Hints for searching databases online via GPO Access for all interfaces.
** This document is used in GPO Access Training Classes and is useful as a ready reference guide. It will be updated as databases are added and enhancements are made to the GPO Access Service.
The following contains: - -A brief database description of this GPO Access publication; - -Instructions for accessing the database via the World Wide Web, using SWAIS (telnet or dial-in) or with WAIS client software; - -Instructions for downloading the document from the FBB.
DATABASE DESCRIPTION:
Menu Name: GPO Access User's Guide Host: wais.access.gpo.gov Database Name: GPO_Access_User_Guide Port: 210 Description:This database contains the Helpful Hints for Searching Federal Databases Online via GPO Access. It contains an overview of the GPO Access customized client, as well as searching tips and Helpful Hints for searching databases online via GPO Access for all interfaces. Files are available as ASCII text and Adobe Acrobat Portable Document Format (PDF) files. This database will be updated periodically as changes are necessary. The guide is also available as ASCII, and PDF files from the Federal Bulletin Board. For more information contact the GPO Access User Support Team by: Internet e-mail at [email protected]; phone at 202-512-1530; or fax at 202/512-1262.
WORLD WIDE WEB ACCESS
You can connect to GPO Access via the World Wide Web. To connect to the Superintendent of Documents' home page, point your browser to http://www.access.gpo.gov/su_docs. The page for connecting to the online databases is: www.access.gpo.gov/su_docs/aces/aaces002.html.
** To get a listing of all the databases currently offered online as well as all of the Helpful Hinsts for Databases online via GPO Access connect to: www.access.gpo.gov/su_docs/aces/aaces003.html.
TELNET ACCESS (SWAIS)
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You can connect to GPO Access by a telnet session to swais.access.gpo.gov. Type guest (lowercase) at the login prompt (no password required). File transfers are by Internet e-mail or screen capture.
DIAL - IN ACCESS (WAIS)
Users without Internet access can dial-in. Use a modem to call 202-512-1661; type swais and then login as guest. (Settings are 8N1, full duplex). File transfers are by Internet e-mail or screen capture.
WAIS CLIENT ACCESS
If you are using WAIS client software, you will need to create a source file for the new database. You can manually add the source file to your client software or download the source from the Federal Bulletin Board.
A. Manually Creating a Source File for WinWAIS
Execute the following steps to add the new databases to your Source File:
1.Open the EINet WinWAIS system; 2.Pull down the Edit menu and select the Select Sources menu item; 3.Click on the button labeled New; 4.Fill in the Menu Name, Host and Database Name fields (Database Information is provided on page 1); 5.It is optional to type in the description in the Description Window; 6.Click the OK button in the Edit WAIS Source Definition Window; 7.Click on the OK button in the Selected WAIS Sources Window.
B. Manually Creating a Source File for the MacWAIS client
Execute the following steps to add the new GPO Access database to your Source File:
1.Open the MacWAIS system; 2.Pull down the Sources menu and select the New menu item; 3.Fill in the Name, host and database fields; (Database information is provided on page 1) 4.It is optional to type in the description in the Description Window; 5.Click the OK button.
C. Downloading the Source File from the Federal Bulletin Board
Access the Federal Bulletin Board via:
Dial-in:202-512-1387; From the Main Menu type B for GPO Access; Type 3 for Sources and Sample Questions; Select either Windows or Mac; the Windows source file is
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USERGUID.SRC. (Mac users will have to download all the sources in the compressed file sources.sea or sources.hqx.
FTP:fedbbs.access.gpo.gov; The Windows source files are in the WIN_SRC directory and Macintosh Source files are in the MAC_SRC directory.
Note: The source files should be downloaded into the Sources directory of the GPO Access WAIS client.
DOWNLOADING FROM THE FEDERAL BULLETIN BOARD
The guide is available on the FBB in its entirety and as separate files. The guide is offered in its entirety under the file names guidetxt.exe (self-executing text file) and guidepdf.exe (self-executing PDF file). (Guidetxt.sea and guidepdf.sea are available for Macintosh Interfaces.) The separate files are listed by section name and are available in ASCII text and Adobe Acrobat Portable Document Format (PDF) as well.
To access the Federal Bulletin Board: Dial-in:202-512-1387; From the Main Menu type B for GPO Access; Type 4 GPO Access WAIS User Documentation and Helpful Hints; Select 2 for Helpful Hints.
FTP:fedbbs.access.gpo.gov or Point your Browser to http://fedbbs.access.gpo.gov All of the files have been placed on the FBB in the HELP directory. Check 00INDEX.txt for the file descriptions.
*** Note: You will still be able to access the Helpful Hints by searching for the word hints in every datbase.
For further assistance, contact the User Support Team by email at [email protected] or phone at 202-512-1530 or fax at 202-512-1262.
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Monthly Catalog Update: Abridged and CD-ROM Editions
"Corrections for Previous Monthly Catalogs" (the corrections page) is being restored to the abridged paper edition of the Monthly Catalog, following a suggestion posted to the listserv GOVDOC-L.
All corrections from January 1996 through June 1996 will be published in the June 1996 edition. Thereafter, the corrections page will appear within each issue.
We also expect to include the corrections page as a file within the CD-ROM edition of the Monthly Catalog. A prototype version of the CD-ROM is being evaluated by a testing team of approximately thirty librarians. Following this review, which should be completed by the end of June, LPS will issue a statement concerning the status of the CD-ROM edition.
Needs and Offers List Needs New Editor
The editor of the Needs & Offers List is interested in turning over preparation of the list, preferably to someone with the expertise and facilities to manage the list as a listserv, or through some other mode of electronic distribution. As there are other online disposal lists, it would not be completely reinventing the wheel. There is no definite time deadline, as the current editor, George Carlson, is willing to continue with the list until an electronic version can be implemented. Carlson, who has conscientiously produced the list regularly for the last 4 years, says he will be pleased to help in any way to effect the transition. If you are interested, please notify:
Chief, Depository Administration Branch Library Programs Service (Stop SLLA) U.S. Government Printing Office Washington, DC 20401 Fax: (202) 512-1432
For background information, contact:
George Carlson Documents Dept. Orradre Library Santa Clara Univ. Santa Clara, CA 95053 (408) 554-5436 [email protected]
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Spatial Data Supplement to Recommended Minimum Specifications for Public Access Work Stations in Federal Depository Libraries
In the May 15, 1996 issue of Administrative Notes the Library Programs Service (LPS) published the "Recommended Minimum Specifications for Public Access Work Stations in Federal Depository Libraries." Those specifications are intended to assist depository librarians who are planning purchases of new personal computers (PCs) for public use in Federal depository libraries, and should be adequate for most general FDLP electronic products.
However, as noted in that article, we were advised that work stations which conform to those minimum specifications may not be adequate for electronic spatial data, to run geographic information system (GIS) software, or to print maps from electronic sources. The Cartographic Users Advisory Council (CUAC) has assisted LPS in the development of this supplemental set of specifications which support spatial data applications. All of the caveats concerning work stations and software expressed in the May 15, 1996 article also apply to depository libraries which elect to serve the public with electronic spatial data.
Minimum Work Station Configuration for Spatial Data
ComputerIBM-compatible Pentium chip computer operating at 100 mhz or higher
Memory32 megabytes (Mb) of RAM
Hard Disk Drive2 gigabytes (Gb) capacity with access to additional storage; 12 ms or less access time; IDE or SCSI interface
Floppy Disk3.5" high density drive. Consider a 5.25" drive if you have a collection of 5.25" diskettes that have not yet been converted to 3.5".
ExpansionThree free expansion bus board slots; 1 or more additional hard drive bay(s) desirable; 2 serial ports and 1 parallel port. Consider Enhanced Parallel Port or other high speed printing connection.
Monitor21" monitor. Super VGA (SVGA) compatible, with at least 70Mhz vertical refresh rate at 1024x768 resolution non-interlaced, 0.28 or smaller dot pitch; display card which supports 1024x768 resolution at 70Mhz or faster. 4 Mb video RAM.
CD-ROM DriveFor stand-alone use, single or multiple platter drive (ISO 9660 standard). 300 K/byte per second transfer rate, quadruple (4X) speed support. CD- ROM XA support.
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PrinterColor ink jet plotter, 36", 300 dpi, 68 Mb or more memory, or access to a comparable networked printer.
Pointing DeviceMicrosoft-compatible mouse or similar pointing device to support programs and Microsoft Windows.
Network ConnectionDirect Internet or SLIP/PPP connection. Or Modem28.8 kbps data transfer rate, meeting V.32, V.42, V.42bis or MNP 5 standards and compatible with Hayes "AT" command set.
Operating SystemMicrosoft Windows 3.1 or later (requires MS-DOS 3.3 or higher). Device driver for CD-ROM drive and MS-DOS CD-ROM extensions.
CommunicationsPackage which supports multiple file transfer protocols; several terminal emulations such as ANSI-BBS, TTY, VT-100. Data transfer rates up to 28.8 kbps. Supports Hayes "AT" compatible modems; manages telnet sessions. Consider ability to "script" log-on files.
Client SoftwareWorld Wide Web graphical browser with forms support. ANSI Z39.50 compatible, GILS-aware WAIS client. Consider EINet WinWais customized for GPO Access.
ViewersPDF file viewer. GIF, GEOTIFF, TIFF, and JPEG graphics viewers.
Applications Software Options
DatabasedBASE file format compatible or dBASE and ASCII comma delimited file importing database management software; useful to have fixed field format (SDF) import ability.
SpreadsheetLotus .WK1 file format compatible software; support for other formats such as Excel and Quattro Pro.
Word ProcessingSoftware capable of importing major text file formats (Microsoft Word, WordPerfect, Multimate, etc.) and ASCII text files.
Viewing SoftwareViewing software for raster data, such as Photo Shop or Print Shop.
Mapping SoftwareData manipulation package, such as ArcView 2.1 or higher, Landview, MapInfo, or other similar packages.
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Recommendations from the Spring 1996 Meeting of the Depository Library Council to the Public Printer
GPO STUDY ISSUES
1. Council commends the Government Printing Office for completing the Congressionally directed Study to Identify Measures for a Successful Transition to a More Electronic Federal Depository Library Program, for including representatives from the library community on the Study Executive Working Group and Advisory Group, and for carefully considering the input of depository libraries throughout the study process.
2. Council supports the "Principles for Federal Government Information" and the "Missions and Goals for the FDLP," as stated in the draft Report to Congress, and Council recommends the adoption of these statements for the FDLP.
3. Council commends GPO for adopting a five-year time frame for the initial transition to a more electronic FDLP, and recommends that GPO continue to work with the library community, federal agencies, and other appropriate parties, to assess the capabilities of program partners, and their progress towards implementing and expanding access to electronic government information.
4. Council recommends that the Public Printer seek common ground with the Office of Management and Budget (OMB) on federal policy that would achieve an appropriate degree of government-wide coherence in public information as has traditionally been accomplished through centralized cataloging.
RATIONALE:: Given the huge volume and diversity of information produced and/or disseminated by the federal government, descriptive cataloging which continues to allow libraries and other information providers to incorporate electronic resources into existing location mechanisms is of fundamental importance for public access. This is an even greater imperative as more information moves toward intangible electronic products. Yet, it does not seem that the OMB legislative proposal specifically addresses how the cataloging function would be achieved without GPO in the publishing loop. Council is hopeful that a constructive discussion with OMB on this specific topic of cataloging would provide important insights on all sides of the issue.
5. Council commends GPO for its aggressive and creative proposals for expanding access to government information and providing access to previously fugitive government information.
6. Council supports the Technical Implementation Analysis outlined in the draft Report to Congress and urges GPO to continue to pursue the means for conducting this analysis.
RATIONALE: Council remains concerned that the transition to a more electronic Federal Depository Library Program continues to proceed without fundamental data necessary to determine the most cost-effective and feasible alternatives for providing access to electronic government information to the public through the FDLP. Data is needed for analysis: from
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publishers in all three branches of government to determine their expected current and long-term electronic publishing plans; and from depository libraries to determine their present and near-term technological capabilities, including equipment, skills of staff, and electronic technologies best suited to meet user needs. Data is also needed to address issues raised in the Technical Implementation Assistance (Appendix A) section of the draft Report to Congress.
REVISION OF U.S.C. TITLE 44
1. Council supports in concept the definitions of government information, government information product, and government electronic information services as articulated in the draft Report to Congress. Council recommends that GPO continue to work with Congress and the library community to identify and recommend legislative changes necessary for a successful transition to a more electronic FDLP.
RATIONALE: The definitions make useful distinctions which should be incorporated in revisions to Title 44 of the United States Code. They are not technology-specific and will permit the statutory definitions to continue to provide direction even as technological changes occur in information formats. GPO has the experience, broad perspective, and involvement with the user community that are essential for productive revision of Title 44 to ensure effective access to government information.
2. Council affirms the role of the Superintendent of Documents in the government-wide coordination of public access to government information, including the preservation, retention, and long-term access of government information, as articulated in the draft Report to the Congress.
RATIONALE: Historically, GPO has provided the central coordinating authority for distribution of print products and has recently moved into a new role as a provider of online information services. The Superintendent of Documents (SOD) has a proven history of strong and effective involvement with its user community. The SOD has provided bibliographic access and a mechanism for long-term access to federal government information for more than one-hundred years. No other federal agency has the experience and commitment to broad public access that the SOD can provide. Throughout this period of rapid transition and changing technologies, the guidance and assistance of the Superintendent of Documents is critical in order to meet the challenge of maintaining public access to government information.
APPROPRIATE FORMATS
1. Council commends GPO for a timely test of the accuracy, feasibility, and cost implications of scanning paper publications for electronic dissemination to depositories. The depository library community is concerned about GPO's conclusion that graphic-intensive publications of less that thirty pages in length are candidates for electronic conversion. Council notes that these publications are often intended for public dissemination for informational purposes by the agency. These titles may not be suitable for their intended audience in electronic format and may present printing problems for depository libraries and users.
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2. Council reaffirms the principle that paper is a viable format for disseminating government information. When choosing publications for scanning, Council reminds GPO that a basic assumption stated in the Strategic Plan is that paper and microfiche will continue to be distributed when appropriate for user needs.
RATIONALE: Council remains concerned that, while GPO and the other participants of the Study process have formally recognized the importance of paper as an appropriate format, the short term economic benefit of electronic conversion will overshadow this principle. Council, as an advisory body to the Public Printer, wishes to keep the issue of appropriate information media squarely before GPO, and recommends that this principle be reinforced during any deliberations and plans regarding dissemination formats.
BIBLIOGRAPHIC ACCESS ISSUES
1. Council applauds the efforts of the Electronic Transition Team and the Cataloging Branch to develop diverse and creative approaches toward providing bibliographic access to government information in electronic formats. However, Council recommends that GPO provide a mechanism that will search these multiple directories simultaneously. Alternatively, Council suggests merging the files of the Pathway List of Titles and the Bibliographic Records Project so that those items residing at GPO sites will be searched along with those items residing at other federal government agency sites.
RATIONALE: Council sees significant advantages in providing for such simultaneous searching capabilities. As the amount of government information on the Internet increases, it will be increasingly difficult to track or separate, for searching purposes, information residing at GPO sites and government information residing elsewhere. There are potential advantages for GPO in this approach as well. Since the Pathway List of Titles and the Bibliographic Records Project both provide title-level access to electronic government information products, the efforts directed toward the two projects could be consolidated to create one unified title index.
2. Council recommends that GPO develop and incorporate, within its suite of Pathway Government Electronic Products, records that communicate "continues" and "continued by" notes, as well as previous format statements. Council further recommends that depository libraries be notified when print/microfiche titles are replaced by electronic, Internet-accessible titles.
RATIONALE: In this very dynamic environment of electronic government information, it is essential that records contain sufficient information for depository librarians to provide accurate and efficient service. This includes, but is not limited to, being able to tell a patron that prior to this date this title was distributed to depository libraries in paper/fiche or after this date this title was made available via the Internet at this URL (universal resource locator). Communication of this information is also necessary so that similar notations may be made in local shelflists and/or OPAC (online public access catalog) entries.
3. Council supports the Library Programs Service (LPS) proposal that a Superintendent of Documents (SuDocs) classification stem and an accession number be assigned to each government information product accessible via GPO Access to partially serve as a unique locator.
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RATIONALE: Provision of a classification number with a SuDocs stem represents a transitional middle ground which will assist depository librarians to relate Internet sources to previously printed information and help to identify the provenance of electronic publications. It is anticipated that in the future this program may be superseded by other programs, such as the Persistent Uniform Resource Locator (PURL) that is under development internationally.
RETENTION, PRESERVATION, AND LONG-TERM ACCESS ISSUES
1. Council affirms that the federal government has the responsibility to ensure that government information is preserved. All government information made available to the public through GPO Access, as well as information at federal agency sites to which the public is directed by GPO Pathways, should be considered federal depository information and should be preserved in perpetuity unless determined otherwise by the Superintendent of Documents.
RATIONALE: In the increasingly decentralized electronic environment within the federal government, it has become increasingly difficult to ensure that all government information is identified and becomes a candidate for retention, access, and preservation. Consequently, a centralized coordinating authority such as the Superintendent of Documents is more necessary than ever. In the absence of a central authority that identifies government information worthy of retention, much valuable information may be lost forever.
2. Council recommends that the Public Printer coordinate with the National Archives and Records Administration (NARA) to develop plans for preserving material and to determine the categories of material that NARA will maintain.
RATIONALE: NARA's current practices and policies probably would not ensure that all important public information in electronic formats would be preserved for posterity. For instance, NARA does not currently retain electronic information for which there is no source documentation. Further, NARA converts information to the lowest common source format, such as ASCII, and does not retain distinct software interfaces for databases. Council recommends that GPO, in discussion with NARA, adopt the principle that information retired to NARA will, insofar as possible, be as accessible as before it was retired; in other word, the information should be complete, searchable, and available when it is needed by the user. For electronic information that NARA will not be maintaining, or for information to which NARA cannot ensure adequate access, GPO and the depository library community should look for other partners willing to maintain access to the information.
3. In providing guidance on partnerships between libraries and other non-governmental entities (as recommended by Council in Fall 1995), GPO should stress the importance of providing for long-term access and identifying responsibilities for archiving data.
RATIONALE: Council recognizes the number of partnerships being formed between depository libraries and federal agencies for accessing electronic information. Council views these arrangements as a positive trend in the transition to an electronic depository library system. Increasing the number of sites housing electronic government information can help ensure
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long-term access. However, Council believes LPS should develop model agreements which libraries can use in negotiating with federal agencies. The model agreements will help ensure that libraries and agencies consider minimum standards for technical and service issues including archiving data for long-term access. In addition, model agreements will allow LPS to serve as a central source for information on electronic partnerships for federal government information.
TRAINING AND COMMUNICATIONS ISSUES
1. Council recommends that GPO offer a training component at the Fall Depository Library Council Meeting in Salt Lake City. Council offers its assistance with planning and, as appropriate, providing some of the training.
RATIONALE: Training continues to be eagerly sought by government information specialists. The success of the recent Spring Conference is ample testimony to this fact. In its Strategic Plan FY 1996 - FY 2001, GPO identified training as one of several support services it should provide to libraries and librarians (p. 11). Council recognizes that the training sessions at the Fall meeting probably cannot be as elaborate as those provided at the Spring Conference, however, with the addition of an extra half day to the schedule to accommodate Council's need for daytime work sessions, extra time could also be devoted to training. Council believes that with creative planning the costs of providing training sessions could be minimized. Providing such opportunities for professional growth would also enhance GPO's image within the depository library community.
2. Council encourages the GPO staff involved in writing documentation for electronic products to work with gateway libraries and other interested librarians (i.e. technical support personnel) to create user-friendly documentation. Council is pleased to offer its assistance in the organization of such a group which would develop a mechanism for facilitating coordination and communication between those individuals involved with writing user-friendly documentation and others who would advise them.
RATIONALE: Council is mindful of the dedication and effort that the GPO staff exert in the writing of documentation for electronic information products. We believe that with greater involvement from the user community, the task would be less burdensome for GPO and provide an increased amount of user- friendly documentation.
3. Council recommends that GPO establish an official mechanism that enables them to communicate electronically with depository libraries.
RATIONALE: This "official" communications channel should have the capability to enable GPO to disseminate official, system-wide communications as well as receive information from the depository libraries. Types of communication activity should include (but not be limited to) conducting surveys in a timely manner, posting Administrative Notes and other information tools, initiating claims, disseminating news releases and announcements, etc. This mechanism is not intended to be used as a discussion forum.
GPO OPERATIONAL AND TECHNICAL ISSUES
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1. Council recommends that GPO set as a high priority supplying GPO cataloging personnel with adequate computer equipment, Internet accessibility, and appropriate software so that they can carry out their responsibilities.
RATIONALE: As the central coordinating authority for bibliographic access to electronic federal government information, it is imperative that GPO staff have the necessary technical infrastructure, equipment, and support in place in order to identify, catalog, and monitor government Internet sources and provide necessary bibliographic access to these sources for libraries and users.
2. Council recommends that GPO take full advantage of its world wide web site to provide the broadest access to information about the Federal Depository Library Program and databases and resources such as the Publications Reference File (PRF).
3. Council recommends that GPO invest in Universal Resource Locator (URL) verification software.
RATIONALE: The present world wide web URL technology is not designed to have any reliable amount of persistence. Consequently, a significant portion of the information referenced with URLs becomes lost on a weekly basis. The URL verification software cannot fix broken URLs, but it can at least demonstrate which URLs seem to have become obsolete at the time the URL verification was attempted. These URLs might then be considered for elimination or re-location to the new URL.
DLC ACTION ITEMS
1. Council will submit a written response with comments to GPO regarding the draft Report to Congress within the 60 day comment period. Copies of these comments will be forwarded to the appropriate Congressional committees.
2. Council will conduct an orientation session at the Fall 1996 DLC meeting in Salt Lake City to introduce new documents librarians and first-time attendees to the mission, organization, meetings, and work of the DLC.
3. Prior to the Fall 1996 Council meeting, Council should examine the issue of service expectations for depository information in online electronic formats. The lack of selectivity for online formats and its relationship to collection development should also be considered, as well as the relative responsibilities of regional and selective depositories for depository information in online electronic formats.
4. Statistical Measurement Committee
Members: Anne Watts, Chair Cindy Etkin Lynn Walshak
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Charge: Support the efforts of GPO in gathering, analyzing, and disseminating statistical information in support of the Federal Depository Library Program. A progress report of actions of the Committee will be provided at the Fall 1996 meeting of the Depository Library Council.
Tasks:
a.To develop a statistical survey that can be used annually; b.To create a glossary of terms to ensure consistent data collection among all depository libraries; c.To explore or identify existing statistical studies that would be useful for these efforts (i.e. cost benefit, input-output measures); d.To provide guidance in identifying a valid random sampling from among depository libraries and other measures of data collection.
5. Council will develop guidelines for the new DLC web site and will develop mechanisms for adding/updating information on the web site.
COMMENDATIONS
1. The Depository Library Council commends Wayne Kelley, Chair of the Study; Judy Russell, Chair of the Working Group; Jay Young, and Gil Baldwin for their leadership and hard work in the production of the "Report to the Congress: Study to Identify Measures Necessary for a Successful Transition to a More Electronic Depository Library Program."
2. The Depository Library Council commends Julia Wallace, of the University of Minnesota, for representing the depository library community on the GPO Study Work Group.
3. The Depository Library Council commends Maggie Parhamovich Farrell and Raeann Dossett for assisting in the development of GPO Pathway services.
4. The Depository Library Council commends Kathryn McConnell of GPO Creative Services for her graphic design and assistance on Council's project, "Fulfilling Madison's Vision."
5. The Depository Library Council commends Sheila McGarr and GPO staff for their extraordinary planning and organization of a very, very successful 1996 Depository Library Conference.
6. The Depository Library Council commends GPO for providing and distributing diskettes of the American Library Association Government Documents Round Table Handout Exchange at the 1996 Federal Depository Library Conference.
7. The Depository Library Council wishes to thank the Public Printer, Michael F. DiMario, for extending Council sessions by an extra day to allow time for Council input, deliberations, and development of recommendations.
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Daniel P. O'Mahony Phone: 401-863-2522 Government Documents Coordinator Fax: 401-863-1272 Brown University Library - Box A [email protected] Providence, RI 02912 [email protected]
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Table of Contents
Federal Bulletin Board Now Has World Wide Web Access...... 1 List of Classes Now Available Online...... 2 Spaces Available for GPO Access Training In New York and Indianapolis..... 3 Updated Depository Library Directory Now Available on the Federal Bulletin Board...... 4 Depository Directory Update Form...... 5 GPO Provides Web Access to U.S. Federal GILS Records...... 6 GPO Access: 1996 Unified Agenda Database Now Available Online...... 7 GPO Access User's Guide Online ...... 10 Monthly Catalog Update: Abridged and CD-ROM Editions ...... 13 Needs and Offers List Needs New Editor ...... 13 Spatial Data Supplement to Recommended Minimum Specifications for Public Access Work Stations in Federal Depository Libraries ...... 14 Recommendations from the Spring 1996 Meeting of the Depository Library Council to the Public Printer...... 16
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