ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program [ Back Issues ] -------------------------------------------------------------------- May 1, 1999 GP 3.16/3-2:20/08 (Vol. 20, no. 08) -------------------------------------------------------------------- [Handout] PROGRESS REPORT ON THE TRANSITION TO A MORE ELECTRONIC FDLP, 1996-1999 In its 1996 Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program (FDLP), the Government Printing Office (GPO) included a strategic plan for the FDLP electronic transition. While the strategic plan covered fiscal years 1996 through 2001, 28 specific activities were described and milestones established for FY 1996-1998. This progress report is an update on actions taken to accomplish these specific milestones. GPO is pleased to report that 86% of the transition activities for the FY 1996-1998 period have been completed or that, while work is still underway, substantial progress has been made. Of the four deferred activities, two were dependent upon additional funding from Congress and were not begun since the requested funding was not approved. One activity was investigated and found not to be cost-effective, and one other was set aside. Milestones Substantially Completed 1. Investigate and, if necessary, develop initial standards for the format(s) of electronic Government information products provided through the FDLP. Initiate an assessment of standards for creation and dissemination of electronic Government information through a joint effort with NCLIS (FY1996). o Investigation completed 1998; results published in 1999. * Investigate technical and cost implications of scanning products which would have been distributed in paper or microfiche, when the source data files are not available from the originating agency (FY1996). * Investigation completed 1996. The findings, principally excessive cost and low user acceptance, are reported in the responses to the Recommendations from the fall 1996 meeting of the Depository Library Council, held in Salt Lake City, UT. * Conduct testing and experimentation to identify appropriate applications for scanning a limited number of paper products in cases where the electronic source files are not available (FY1997). * Tested ASCII, HTML, and PDF applications in 1997. * Require all depository libraries to have the capability to provide and support public access to Government electronic information products (FY1997). * Electronic service guidelines published in 1998. Recommended minimum specifications for public access workstations first published in 1996 and now updated annually. * Develop an electronic mechanism for two-way FDLP administrative communication with the depository libraries (FY1997). * AskLPS service inaugurated in 1998. * Restructure the depository inspection program to rely more heavily on self-inspection (FY1997). * Depository self-study initiated in 1996. * Conduct a one-time "invitational" workshop for regional librarians (FY1997). * A special regional workshop focused on the electronic transition was held in Minneapolis, MN in 1997; special regional sessions added to annual Federal Depository Conference and Depository Library Council meetings. * Continue to monitor the technological capabilities of the depository libraries to provide cost-effective public access to electronic Government information products. This will include information about the costs of equipment, software, telecommunications, staff training and other depository library expenses for accessing and utilizing electronic Government information products through the FDLP (FY1997). * Questions to monitor these issues incorporated into the 1997 and 1999 Biennial Surveys. * Pointing to products accessible via agency electronic information services (FY1998). * Pointing to agency products and sites incorporated into the Catalog and Pathway Services applications. * Distributing tangible electronic products, i.e. CD-ROM discs (FY1998). * Agency publishing on CD-ROM apparently peaked in FY 1998. * Having all depository libraries capable of serving the public with electronic Government information products (FY1998). * By late 1997 88% of libraries had graphical Internet access at public use workstations and another 8% offered mediated access. * Attain a depository product mix of approximately 45% paper, 50% microfiche, and 5% electronic (FY1996). * Attain a depository product mix of approximately 35% paper, 40% microfiche, and 25% electronic (FY1997). * Attain a depository product mix of approximately 30% paper, 20% microfiche, and 50% electronic (FY1998). * By early 1999 the new titles being made available through the FDLP include about 15% paper, 30% microfiche, and 55% electronic. Activities in Progress * Undertake additional outreach to Federal publishing agencies to improve awareness of how participation in a more electronic FDLP can assist them in fulfilling their missions, and encourage agencies to provide SOD with electronic source files (FY1996). * Ongoing outreach through Federal Publishers' Committee, GPO's Institute for Federal Printing and Electronic Publishing, participation with partner agencies, and selected contacts with publishing agencies. We are revising and will reissue the Government-wide GPO Circular Letter describing the requirements for the inclusion of agency products in the FDLP. * Inform the depository library community about the electronic initiatives for the FDLP (FY1996). * Ongoing activity; Managing the FDLP Electronic Collection published 1998. * Identify opportunities to reduce duplication of content by offering only an electronic format where multiple formats now are available. Core paper titles will continue to be distributed as long as they are published in paper. Intended usage and user needs will be considered in the decision process to offer only an electronic format in the FDLP (FY1996). * Initially announced 1997; action deferred pending development of permanent access plan. * Reduce duplication of content by offering only an electronic format where multiple formats now are available. Core paper titles will be distributed as long as they are published in paper. Intended usage and user needs will be considered in the decision process to offer only an electronic format in the FDLP (FY1997). * Begun in 1999. * Enhance the suite of Pathway locator services to ensure the fullest use of World Wide Web or successor indexing technologies to assist librarians and the public in locating and connecting to Government information products on agency electronic information services (FY1997). * Reevaluation of Pathway services underway to improve utility and reduce required maintenance. * Develop a comprehensive approach to cataloging and locating Government information products, through library-standard cataloging or through Pathway locator services such as the browser, indexer, product title list, etc. (FY1996). * Enhancements underway; Pathway services being reevaluated for possible consolidation. * Processing and mounting agency-provided electronic source files on GPO Access (FY1998). * Service provided by GPO Production and EIDS. * Concentrate on obtaining electronic source files from agencies, either voluntarily or through a change in the statute (FY1997). * In 1998 LPS began testing software and hardware to add agency files to the FDLP Electronic Collection archive. * Accelerate utilization of the GPO Access storage facility as a data "repository" (FY1997). * Historical GPO Access files are routinely maintained for permanent public access. * Identify possible candidate institutions for cooperative arrangements for permanent access to FDLP electronic information. Initiate such agreements where possible (FY1997). * Permanent access partnerships are in place with two depository institutions. New partnership models are being developed. Activities Deferred * If approval of the full FY 1997 funding request seems probable, develop guidelines for one-time technology grants (FY1996). o Funding not approved by Congress. * Initiate application, consideration, and award of the "needs-based" technology grants to depository libraries (FY1997). o Funding not approved by Congress. * Begin to monitor the costs to users for printing, downloading and similar services using depository library equipment (FY1997). o Activity not scheduled. GPO recognizes that such "cost-shifting" is an important issue in all types of libraries, one that is not unique to the FDLP. * Scanning agency print products for mounting on GPO Access or disseminating in tangible format as text or image files (FY1998). o Not cost effective. In addition, we now see the transition as proceeding in tandem with agency publishing practices.