ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program ------------------------------------------------------------------------ January 15, 1999 GP 3.16/3-2:20/02 (Vol. 20, no. 02) ------------------------------------------------------------------------ DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER RECOMMENDATIONS, COMMENDATIONS AND ACTION ITEMS FALL 1998 RECOMMENDATIONS 1. GPO to fill the position of electronic collection manager Council recommends that GPO direct additional resources to building and managing the Electronic Depository Collection, including establishing and filling the position of Electronic Collection Manager described in Managing the Electronic Collection: A Policy and Planning Document. Rationale: Council believes it is imperative that GPO allocate sufficient resources, both financial and personnel, to assure the effective coordination of activities directed toward building the Electronic Collection described in Managing the Electronic Collection: A Policy and Planning Document. Council recognizes that various activities and functions associated with the electronic collection are currently distributed among various GPO units, e.g. collection development criteria, outreach, marketing, locator tools, metadata, etc. Council believes that the establishment of the position Electronic Collection Manager would provide the most effective means to coordinate and use this expertise present in GPO. (Please see Action Item at end of document for additional information.) 2. Microfiche contracts Council recommends that GPO evaluate and resolve problems with the current microfiche contractor procedures and performance to identify other options which would better serve the needs of the depository community. Council further recommends that GPO take additional steps to bring microfiche processing procedures and requirements to the attention of the depository libraries. Rationale: Since the distribution and claiming of depository microfiche has moved from GPO to full service microfiche contracts with independent contractors, microfiche processing has become more complex for depository libraries. Some contractors' inability to fulfill all elements of GPO contracts, including shipping list and claims delivery, continue to be ongoing problems. Options which might be considered include: multi-year contracts; return of microfiche to GPO for distribution; use of additional resources for shipping list preparation, contract compliance, and quality control; and a link from the microfiche shipping list web page to an information page on current microfiche shipment practices and procedures. 3. Discontinue or consolidate "traditional" LPS products and services in tangible formats Council recommends that GPO, in consultation with the depository library community, decrease the frequency of publication of the paper editions of GPO administrative tools that are available online and are more frequently updated. Some titles with a strong sales history should remain in the sales program in print editions as long as sales justify the cost of production. As an example, since the online List of Classes is updated monthly, Council recommends that the print version of the List of Classes be updated, published and distributed (via FDLP and sales) only annually, and that each library receive only one depository copy. Council further recommends that, provided the annual publication date is flexible, GPO consult with the depository community to determine the most appropriate time of year to produce the print version. Rationale: Frequently updated online tools are more useful than print editions that are often dated by the time they are printed and distributed. All program libraries should have access to the FDLP Website and the ability to download. The online version of the List of Classes is updated monthly and can be manipulated to serve multiple purposes. However, libraries may need time to learn how to exploit this FDLP electronic resource. During the transition period, some titles may need to remain in print even if less frequently updated. This issue should be revisited. 4. Structure of Council meetings, amount of time, location Council recommends that the fall Council meeting be held permanently in the Washington, DC area, sometime between the Columbus and Veterans Day holidays, and that the annual Federal Depository Library Conference coincide with the fall DLC meeting in Washington. The spring DLC meeting would be held in the field, rotating around the country, as it was prior to 1992. Council further recommends that the fall DLC meetings begin on Sunday evening and end on Wednesday afternoon, instead of beginning on Monday morning and ending on Thursday afternoon. Sunday evening would be reserved for Council's organizational meeting, open to observers. The full Conference would begin on Monday morning and conclude on Wednesday afternoon, with the Regionals' session continuing to be held on the Sunday immediately prior to the Federal Depository Library Conference. The spring DLC meeting schedule would be modified in similar fashion. Council also recommends that GPO continue to monitor attendance at DLC meetings and FDL conferences to determine whether changing meeting structure, locations, and dates has an adverse affect on depository library participation. Rationale: A fall meeting in Washington will produce fewer conflicts with other library-related meetings and a wider range of choices for hotel accommodations. This change will also restore the opportunity for newly appointed Council members to visit the GPO facility. The change to Sunday through Wednesday reduces meeting space rental and other FDLC expenses, such as an extra day's use/rental of meeting rooms at the hotel, A-V equipment, and coffee breaks. Potentially, per diem expenses for DLC members would be reduced. COMMENDATIONS 1. FDLP Tools on the Web Council commends GPO staff for developing and continuing to improve the Federal Depository Library Program administrative services offered via GPO Access. Depository libraries now have easy access to interactive tools for communicating efficiently with GPO, as well as up-to-date versions of essential administrative information. These services, which are being developed through cooperative team work within GPO and through creative service partnerships, are a significant benefit to individual libraries and to the program. 2. Jay Young Council commends James D. Young, former Director of Library Programs Service (LPS), for his substantial and significant contributions to the Federal Depository Library Program, on the occasion of his retirement from GPO. As Director of LPS from 1980 to 1982, and again from 1993 to 1998, Mr. Young has been especially effective in strengthening communications between the GPO and the library community. He deliberately and consistently involved librarians in LPS efforts to implement a transition to a more electronic FDLP. Ever ready to bring change through action, Mr. Young reallocated staff internally to create the Electronic Transition Staff, and initiated a highly successful program to bring documents librarians into the GPO as consultants. Mr. Young exhibited a sense of vision and administrative flexibility that has brought out the best in the LPS staff and has nurtured the FDLP. ACTION ITEM (under Recommendation #1): Managing the FDLP Electronic Collection Plan Council is pleased that GPO has developed Managing the FDLP Electronic Collection: A Policy and Planning Document. This document represents a significant initiative. Council has assigned work to the following four committees/workgroups to assist GPO in the process of implementing and establishing priorities for the Plan: * Electronic Transition Committee Duncan Aldrich (chair), Margaret Walker, Greg Lawrence, Diane Eidelman, Diane Garner, Paula Kaczmarek, Maggie Farrell, Fred Wood; Gil Baldwin, T.C. Evans (GPO liaisons) [additional members from the depository community] Charge: Standing committee of Council to address issues related to the FDLP Electronic Transition. Two immediate issues to be addressed are: 1) Criteria for format replacement, including from fiche to electronic and from print to electronic; and 2) outreach to Federal agencies, depository library community, and others interested in developing the Electronic Federal Depository Library Program (E-FDLP). * Partnerships Workgroup within Electronic Preservation and Archiving Issues Committee Donna Koepp (chair), Diane Garner, Paula Kaczmarek, Fred Wood, Mary Alice Baish; T.C. Evans, Gil Baldwin (GPO liaisons) [additional members from the depository community] Charge: The development of partnerships as a means of providing data storage, access and preservation, is an integral part of managing the FDLP Electronic Collection. While GPO has developed a small number of model partnerships to date, the working group will examine strategies that would help GPO accelerate their leadership role to facilitate partnerships between agencies and other constituents. * Cataloging/Locator Workgroup within GPO Operations Committee Carol Bednar (chair), Maggie Farrell, Julia Wallace, Diane Eidelman; Tad Downing (GPO liaison) [additional members from the depository community] Charge: Advise GPO on short and long term policies concerning the scope and effectiveness of cataloging and locator services. Workgroup will solicit comments from the depository library community when possible. * * Electronic Preservation and Archiving Issues Committee Greg Lawrence (chair), Donna Koepp, Duncan Aldrich; T.C. Evans, Gil Baldwin (GPO liaisons) Charge: A standing committee of Council to address issues related to the long-term access, storage, and preservation of electronic information disseminated through the FDLP. This includes, but is not limited to: o Promote identification of "at risk" digital publications. o Promote digital "risk management" awareness in the FDLP. o In consultation with GPO and member depository libraries, propose and promote model preservation policies and guidelines. o In addition, in consultation with GPO and member depository libraries, promote prototype projects that broaden and enrich features of the digital depository libraries.