Regional Depository Libraries in the 21St Centruy
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Regional Depository Libraries in the 21st Century: A Time for Change? DRAFT U.S. GOVERNMENT PRINTING OFFICE I KEEPING AMERICA INFORMED www.gpo.gov Regional Depository Libraries in the 21st Century: A Time for Change? A REPORT TO THE JOINT COMMITTEE ON PRINTING U.S. Government Printing Office Washington, D.C. 20401 DRAFTJune 2008 “The Federal Government is publishing a wealth of materials which affect every citizen ― businessman, farmer, housewife, scientist, student, and many others. Since enormous amounts are being spent on the studies and research and on the printing and processing of the resulting publications, it is imperative that they be made available economically and efficiently to the people who need them. A sound depository library system designed for modern conditions is required.” Dan A. Williams, Director, Public Library of Des Moines, Iowa Senate Hearing on Depository Libraries 1962 DRAFT ii TABLE OF CONTENTS I. Introduction II. Background A. Vision and Mission of the Federal Depository Library Program B. Depository Act of 1962 C. Current Statutes Specific to Regional Depository Libraries D. Regional Scenarios in Place E. Transformation of Libraries in the Networked Environment III. Methodology IV. Results and Discussion: State of Regional Depositories A. Current Conditions in Regional Depository Libraries B. Projected Conditions in Regional Depository Libraries V. Title 44 and Regional Depository Libraries A. Legacy sections of Title 44, Chapter 19 B. Previous Efforts to Revise Title 44, Chapter 19 VI. Conclusions and Recommendations VII. References VIII. Appendices A. GPO AND JCP CORRESPONDENCE RE: SHARED REGIONALS Letter from Acting Public Printer William Turri to the Honorable Robert Brady, Chairman, Joint Committee on Printing, September 13, 2007 seeking approval of the Kansas/Nebraska shared regional depository library proposal Letter from the Honorable Robert Brady, Chairman, Joint Committee on Printing to Honorable Robert Tapella, Public Printer of the U.S., February 27, 2008. In response to Mr. Turri’s letter of September 13, 2007 Congressional Research Service Memorandum: GPO Authority Over Regional Depository Libraries, November 6, 2007. To the House Committee on Administration B. REGIONAL DEPOSITORY LIBRARY SURVEY, APRIL 2008 Regional Depository Library Survey, April 2008: Summary of Results C. COMMENTS FROM THE FEDERAL DEPOSITORY LIBRARY COMMUNITY Comments Received Through the FDLP Desktop Comment Form Regional Depository Libraries in the 21st Century: Regional Depository Librarians’ Perspective Letters from Library Associations D. GUIDELINES EstablishingDRAFT Shared Regional Depository Libraries iii Regional Depository Libraries in the 21st Century: A Time for Change? I. INTRODUCTION The Federal Depository Library Program (FDLP) operates under the authority and mandates of 44 United States Code §§1901-1916. The existing structure of selective and regional depository libraries dates back to the Depository Library Act of 1962, which established regional depository libraries. Within this statutory framework, different models of sharing resources and responsibilities between regional and selective libraries within the states they serve have been implemented over the years, with Government Printing Office (GPO) approval. These include different models of intra-state sharing between regional and selective libraries, and for sharing of some services between regional depository libraries in one state and selective depository libraries in an adjacent or near-by state where no regional library exists. In recent years, technological innovations and the online information environment have made it possible for a number of depository libraries to participate in multi-state collaborations for rapid interlibrary loan and other services. Technological innovation and the online environment have also made it possible to develop models for sharing resources and responsibilities between regional depositories in different states and the selective libraries they support. In September 2007 GPO sent forward a request to the Joint Committee on Printing (JCP) for approval of a proposed shared regional designation between the University of Kansas and the University of Nebraska at Lincoln. While the JCP cannot approve the request1, there was concern that the Kansas/Nebraska proposal to share resources and responsibilities was a “signal that growing challenges confront regional depository libraries in maintaining and supporting effective public access through the FDLP”. The JCP directed GPO, in consultation with the library community, to conduct a study of regional depository libraries. The study is to determine the extent to which public access through the FDLP is impaired by current and projected organizational, financial, and technological conditions in regional depository libraries. A report of the findings and any recommended legislative changes to improve the FDLP were to be delivered to the JCP by June 1, 2008. 1 The JCP cited the Congressional Research Service (CRS) Memorandum of November 6, 2007 to the House Committee on Administration, GPO Authority Over Regional Depository Libraries, as the reason they cannot approve GPO’s DRAFTrequest. See Appendix A for GPO’s request to the JCP and their response, which includes the CRS Memorandum. Page 1 Regional Depository Libraries in the 21st Century: A Time for Change? II. BACKGROUND The Federal Depository Library Program (FDLP) can trace its roots to 1813 when Congress first authorized legislation to ensure that one copy of the House and Senate Journals and other Congressional publications were provided to certain universities, historical societies, and state libraries. No-fee access for the general public to their Government’s information is the foundation of the Program. The online environment offers new opportunities as well as new challenges for depository libraries to provide the desired access. A. Vision and Mission of the Federal Depository Library Program The vision of the Federal Depository Library Program is to provide Government information when and where you need it. The mission of the Federal Depository Library Program is to provide for no-fee ready and permanent public access to Federal Government information, now and for future generations. This is achieved through: Organizing processes that enable desired information to be identified and located; Expert assistance rendered by trained professionals in a network of libraries; Collections of publications at a network of libraries; and Archived online information dissemination products from GPO Access, Federal agency Web sites, and partner Web sites. B. Depository Library Act of 1962 The intent of the Depository Library Act of 1962, codified in 44 United States Code §§ 1901-1916, was to provide for needed expansion in the number of depositories and to improve the procedures and conditions related to the selection, supply, retention and disposal of Government publications distributed to depository libraries for public information. At the time this legislation was considered there were 594 depository libraries, all of which had to retain all the items they received, unless they were superseded. Not being able to dispose of materials no longer needed was problematic; libraries were running out of shelf space for new publications. Additionally, the Congress wanted to address the lack of depository libraries in some geographic areas that had experienced population growth. With the passage of the Depository Library Act of 1962 (Public Law 87-579): The number of depository libraries designated per Congressional district doubled, from one to two; Libraries of independent Federal agencies became eligible for depository designation; Government publications within the scope of the FDLP was broadened to include publicationsDRAFT not printed by GPO; Depositories no longer were required to pay postage for their shipments; and Page 2 Regional Depository Libraries in the 21st Century: A Time for Change? The current structure of selective and regional depository libraries was established. Regional depository libraries were established for the acquisition and permanent retention of all available Government publications. With regionals in place, other depository libraries (selectives) could dispose of materials after retaining them for five years. With the ability to withdraw materials from their shelves, selective depositories could offer the public a much broader selection of publications, rather than limiting their receipts because of space constraints. Microfiche was seen as the solution to the space problems of regional depository libraries. Report language indicates that regionals were expected to be in State Libraries and that most states would suffice with one regional depository; larger states such as California would find the need for two regionals. C. Current Title 44 Statutes Specific to Regional Depository Libraries Two sections of Chapter 19 specifically mention regional depository libraries. The requirement for all depository libraries to make Government publications available for the free use by the general public appears in §1911. This same section also requires regional depository libraries to retain Government publications permanently, unless superseded. Regional depository designation and functions are found in §1912. In accordance with this section, Senators and the Resident Commissioner from Puerto Rico are permitted to designate regional depository libraries and the number of regionals is not