Proceedings of the 6th Annual Federal Depository Library Conference April 1 4 - 1 7, 1 997 Library Programs Service U.S. Government Printing Office Washington, DC 20401 U.S. Government Printing Office Michael F. DiMario, Public Printer Superintendent of Documents Wayne P. Kelley Library Programs Service ]ames D. Young, Director Depository Services Staff Sheila M. McGarr, Chief Proceedings of the 6th Annual Federal Depository Library Conference April 14- 17, 1997 Washington National Airport Hilton Arlington, VA Library Programs Service U.S. Government Printing Office Wasliington, DC 20401 1997 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 tlie U.S. Government. 1997 Federal Depository Conference - Proceedings Table of Contents Agenda v To Be or Not To Be a Depository: Answering the Questions and Envisioning a Brighter Future: Diann Weatherly 1 To Be or Not To Be a Depository: Answering the Questions and Envisioning a Brighter Future, From the Vantage Point of a Regional Federal Depository Library: Barbara Levergood 5 The Federal Documents Depository #0337, A Success Story: Lessons We Learned: Anna A. Sylvan 10 OCLC Electronic Archiving: John A. Hearty 16 Managing the Depository Database: Some Opportunities With Shared Technology Part I: GPRD-lnstitutional and Statewide Benefits of an Internet Accessible Relational Database: Nan Myers 19 Part II: BDLD and GPO: Creating a Database of Fundamental Depository Information for Web Access by Depository Libraries: Thomas Tyler 28 Permanent Access Planning: Presentation of USDA Digital Documents: Recent Presentation Activities at the National Agricultural Library: Keith W. Russell 34 USDA Publications: Creating a Preservation Action Plan: Planning Summary: Gregory W. Lawrence 37 Report on the Meeting USDA Digital Publications: Creating a Preservation Action Plan: Evelyn Frangakis 41 Key Considerations in the Long-Term Retention of Digital Information: Paul F. Uhlir 45 Bureau of the Census Update: John C. Kavaliunas 51 Agency Update: The Small Business Administration: John Ward 55 Patent Products on CD-ROM: David L Morrison 60 Tell Someone Who Cares: Creating Opportunities to Inform the World (Outside of Libraries) About Government Documents: Robert A. Hinton 62 "Federal Information Center, How May I Help You?" Or, "People Sending People": Warren Snaider 67 NASA Information for Government Depository Users: Dr. Roger D. Launius 70 National Criminal Justice Reference Service: Anne Hudson Bolin 72 Innovation on the Web: Everything Old Is New Again: Saundra Williams 79 Bibliographic Access to Electronic Resources: International Standards: Summary of Remarks: Jean Hirons 84 Bibliographic Access to Electronic Records: National Standards: Thomas A. Downing 86 iii Proceedings - 1997 Federal Depository Conference Internet Cataloging at GPO: Wilfred D. Danielson 88 Internet Cataloging at GPO: f/7een Seremeth 90 Internet Cataloging of Serials at GPO: Steven R. Uthoff. 93 Moving From Print to Electronic Dissemination: When to Do it And How: The National Ocean Service Tide Prediction Tables Experience: Richard L. Sillcox 97 The Bureau of Justice Statistics' Rules for Living on the Information Superhighway, or How Simplicity, Sen/ice, and Attention to Customers Can Help Hustle Tons of Ripe Digital Bananas: Tom Hester 103 Moving From Print to Electronic Dissemination: Why, When and How: Patent and Trademark Office Experience: Summary of Remarks: Martha Crockett Sneed 1 08 Bibliographic Control in an Electronic FDLP: Problems, Practices, and Policies: Cynthia Wolff 110 Bibliographic Access to Government Information: Carol Bednar 115 Bibliographic Control in an Electronic FDLP: Problems, Practices and Policies: Barbara Selby 118 Bibliographic Control in an Electronic FDLP: Problems, Practices, and Policies: Arlene Weible 121 LC/G&M's Scanning Program: Where We Are and How We Got Here: Elizabeth Mangan 1 25 Access and Preservation via Digital Surrogate for Spatial Data: Mary Lynette Larsgaard ...^3^ Preservation of Cartographic Materials: A Case Study: David Cobb 137 Designing Web Pages for Depositories: Jennifer E. McMullen 142 Creating Web Pages for Depositories: Rosalind Tedford 147 Building Library-Agency Partnerships: Stuart M. Basefsky 151 A Working Partnership: Gregory Lawrence 1 55 Preservation Is Common Sense: Practical Tips for Government Documents Collections: Julie Arnott 1 58 Emergency Preparedness and Recovery: Thomas F.R. Clareson 164 Preservation Planning for Permanent Public Access to Paper-Based Collections: Irene Schubert 1 71 Planning for Preservation of Digital Information: an Archival Perspective: Kenneth Thibodeau 176 Permanent Access Through Partnerships: University of Illinois at Chicago, U.S. Government Printing Office, U. S. Department of State: Duncan Aldrich 1 79 iv 1997 Federal Depository Conference - Proceedings Agenda Spring 1997 Depository Library Council Meeting sc Federal Depository Conference April 14- 17, 1997 Washington National Airport Hilton 2399 Jefferson Davis Highway Arlington, Virginia Sunday, April 13 Afternoon 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 1/2 days. • Sheila McGarr, Library Programs Service (LPS), GPO, Facilitator 6:00 Informal pre-dinner get-together to network by food preference Monday, April 14 Morning 8:00 Registration and Coffee with Council and GPO Staff 8:30 Welcome & Remarks • Jan Fryer, Council Chair • Michael F. DiMario, Public Printer 9:00 Keynote Address • Eric Peterson, Staff Director, Joint Committee on Printing 9:30 50th Council Meeting Commemoration 9:45 Break 10:15 GPO Update • Wayne P. Kelley, Superintendent of Documents • Gil Baldwin, Chief, Library Division, Library Programs Service (LPS) • Robin Haun-Mohamed, Chief, Depository Administration Branch, LPS • Sandy Morton-Schwalb, Electronic Transition Specialist, LPS • Thomas A. Downing, Chief, Cataloging Branch, LPS • T.C. Evans, Assistant Director, Office of Electronic Information Dissemination Services (EIDS) • Joyce T. Parsons, Program Analyst, Documents Technical Support Group V Proceedings - 1997 Federal Depository Conference 12:00 Working Lunch In order to foster networking, librarians are requested to lunch with other librarians from similar types of institutions. Afternoon 2:00-5 : 00 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 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 GPO staff will be available. • Ann Miller, Acting Team Leader, Public Documents and Maps, Duke University, Facilitator • Cynthia Wolff, Acting Head, Government Publications and Maps, Northwestern University 2:00-5:00 GPO Access (Demonstration): All Databases • Terri Barnes, Management Analyst, EIDS • Vicki Ries, Management Analyst, EIDS 2:00-3:00 LPS Tour 2:00-3:00 Patent Public Search Room Tour 2:00-3:00 Center for Legislative Archives Tour 2:00-4:00 STAT-USA/Intemet Demonstration 2:00-3:00 Pathway Services (Demonstration) • Lee Morey, Electronic Transition Staff (ETS), LPS 2:00-3: 15 To Be or Not To Be a Depository: Answering the Questions and Envisioning a Brighter Future • Diann Weatherly, Documents Reference Librarian, University of Alabama at Birmingham • Barbara Levergood, Electronic Documents Librarian, University of North Carolina, Chapel Hill • Anna Sylvan, GIS/Govemment Documents Librarian, St. Charles City-County Library District 3:00-4:00 OCLC's Electronic Archiving Initiatives • John A. Hearty, Director, Reference Services Business Development Division, OCLC 3:30-5:00 Managing the Depository Database: Some Opportunities With Shared Technology Part I: GPRD-Institutional and Statewide Benefits of an Internet Accessible Relational Database • Nan Myers, Government Documents Librarian and Cataloger, Wichita State University Part II: BDLD and GPO: Creating a Database of Fundamental Depository Information for Web Access by Depository Libraries • Thomas Tyler, Associate Director for Budget and Technical Planning, University of Denver vi 1997 Federal Depository Conference - Proceedings 4:00-5:00 What is the Carrot? Incentives to be a Partner (Focus Group) • Duncan Aldrich, ETS, Facihtator 5:30 Dinner with Council and GPO (Informal groups meet in hotel lobby) Tuesday, April 15 Morning 8:00 Coffee with Council & GPO Staff 8:30 Depository Library Council: Working Session Self-Study of a Federal Depository Library: Progress Report • Jan Fryer, Council Chair • Sheila McGarr, LPS • Gail Snider, LPS • Nancy Peluso, Connecticut State Library • John Phillips, Oklahoma State University :30 Depository Library Council: Working Session 1997 Biennial Survey of Depository Libraries • Anne Watts, Council Vice-Chair • Sheila McGarr, LPS • Diane Gamer, Head, Documents & Non-Book Formats, Harvard University 10:00 Break 10:30 Depository Library Council - Plenary Session Permanent Access Planning: Preservation of USDA Digital Publications • Keith Russell, Deputy Library Director, National Agricultural Library • Gregory Lawrence, Government Information Librarian, Cornell University • Evelyn Frangakis, NAL Preservation Officer, National Agricultural