ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program -------------------------------------------------------------------- May 15, 1999 GP 3.16/3-2:20/09 (Vol. 20, no. 09) -------------------------------------------------------------------- Draft 1999 Biennial Survey Of Federal Depository Libraries With the assistance of the Depository Library Council, Library Programs Service (LPS) has revised the Biennial Survey that will be conducted later this year. The purpose of the Biennial Survey as stated in the enabling legislation, 44 USC §1909, is to report on the conditions in depository libraries. To do this and to meet Council's recommendation to standardize the survey to allow longitudinal studies, the survey was derived primarily from the questions posed to depository librarians during the self-study and on-site inspection processes. LPS will mail the survey in October to be completed on the Web by December 1, 1999. A draft version appears below and LPS welcomes any suggestions for further revision. There will be hypertext links to policies in the Web version. Please send your comments to Sheila McGarr, smcgarr@gpo.gov, no later than July 15, 1999. ------------------------------------------------------------------ DRAFT 1999 Biennial Survey of Federal Depository Libraries 1. Enter your depository library number: (e.g., 0001, 0024A, 0681, 0681A) 2. Enter your password: 3. Enter your e-mail address here to receive a confirmation of your Biennial Survey responses: Your depository library PROFILE data: Depository Library Number: 0123 Congressional District: 99 Institution Name: Mary Doe College Library Name: Jones Library Street Address: 100 West University Blvd. City: Anytown State: WA Zip +4: 98765-1234 Library Director's Title: Dr. Library Director's Name [First]: Shelly D. Library Director's Name [Last]: English Documents Librarian's Title: Ms. Documents Librarian's Name [First]: Jane S. Documents Librarian's Name [Last]: Smith Documents Librarians Phone Number: (316) 575-2855:282 Public Service Phone Number: (316) 575-2855:217 E-mail address: jsmith@doe.edu Fax Machine Phone Number: (316) 575-8000 Depository Web Site URL: http://www.library.doe.edu/govdocs/govdocs.html Biennial Survey Form --------------------------------------------------------------------- I have reviewed my library's PROFILE information above, and (choose a or b): o a. All the information is correct o b. Some of the information is incorrect, and the corrections were submitted to LPS using the Depository Directory Form above 1. Do you want to remain in the Federal Depository Library Program? q Yes q No ß If you answered "No," skip the remaining questions and write a letter to the Superintendent of Documents indicating that the library wishes to relinquish its status as a depository for U.S. Government publications. COLLECTION DEVELOPMENT 2. How many cataloged and uncataloged items are in your library system? Include Federal depository and non-depository materials, all formats, and all collections and libraries under the purview of your library director. q < 100,000 q 100,000 - 250,000 q 250,001 - 500,000 q 500,001 - 1,000,000 q 1,000,001 - 5,000,000 q 5,000,001 - 10,000,000 q > 10,000,000 3. Depository's selection rate from Item Lister? __________ % 4. Do you have a collection development policy for U.S. Government depository documents? q Yes q No If yes, was it revised within the last five years? q Yes q No 5. Are Federal depository documents integrated into the library's main collection? q Yes q No If "No, " are any documents housed in a location separate from the majority of the depository collection? q Yes q No 6. Are you substituting official online resources for tangible depository materials? q Yes q No BIBLIOGRAPHIC CONTROL 7. Do you provide piece-level records for all depository receipts? q Yes q No 8. Is your shelflist for the depository collection (Check all that apply): q Part of an integrated library system q PC-based q Card-based q Other 9. Is the processing of depository receipts integrated into the processing unit for other library materials? q Yes q No MAINTENANCE 10. Are written binding and replacement policies in place? q Yes q No 11. Does the library have a disaster plan in which the Federal depository collection is included? q Yes q No 12. Is the collection weeded on a regular basis? q Yes q No 13. Are documents included in the library's major preservation and conservation activities (e.g., binding, encapsulating, materials moved to climate controlled areas)? q Yes q No 14. Is the majority of the print depository collection arranged using the SuDocs classification? q Yes q No HUMAN RESOURCES 15. Number of FTE (full time equivalencies) staff devoted to depository operations (e.g., Based on a 40-hour work week, for example, if four librarians spend 100 hours per week on depository activities report 2.5 FTE for librarians): ______ Librarians ______ Support Staff ______ Other (students, volunteers, etc.) 16. Is the depository operation an independently administered unit (i.e., responsible for procedures and policies)? q Yes q No If "No," with which area(s) is documents most closely associated? q Acquisitions q Administration q Cataloging q Reference q Special Collections q Subject Collection (e.g., business, social sciences) q Other, please specify: ______________________ 17. Does the library administration budget for attendance at meetings and continuing education activities for professional staff? (Check all that apply) q Local q State q Regional q National q Does not support 18. Does the library administration budget for attendance at meetings and continuing education activities for support staff? (Check all that apply) q Local q State q Regional q National q Does not support PHYSICAL FACILITIES 19. Since the last on-site inspection of your library, has any construction, remodeling, or relocation affected the depository operation? q Yes q No 20. Are there barriers to depository resources (print and electronic) for persons with disabilities? q Yes q No 21. At current selection rates and with regular collection maintenance, is there five years of growth room for all depository formats ? Print q Yes q No Microfiche q Yes q No CD-ROMs q Yes q No Maps q Yes q No 22. Does the library meet the requirements for "Public Access to Electronic Information Provided Through the Federal Depository Libraries," Administrative Notes, v. 17 #7, May 15, 1996? q Yes q No 23. Does the library have computer equipment for the physically challenged that uses assistive technologies (hardware or software) ? q Yes q No 24. Depository CD-ROMs are currently accessible: Yes, from (Check all that apply): q Stand alone workstation(s) q Library-wide LAN q Wide Area Network (WAN), beyond the library (i.e., campus wide) q Internet q Circulation to patrons No (Check one response only): q We have CD-ROM capability, but we do not select depository CDs q We select depository CDs, but we do not have CD-ROM capability q We do not have CD-ROM capability nor do we select depository CDs PUBLIC SERVICE 25. How many hours per week is the library open? __________ 26. How many hours per week is there professional level assistance at a reference desk that services the depository collection? __________ 27. Is there a service desk for the depository collection that is maintained separately from the library's main reference desk? q Yes q No 28. Does your library have a written access policy for the depository collection? q Yes q No 29. Does your library have a written policy regarding public services for Government information in electronic formats? q Yes q No 30. Does your library have a written policy for FDLP Internet use? q Yes q No 31. Are any U.S. depository documents included in the library's catalog? q Yes q No If "Yes," do you use (Check all that apply): q Cataloging tape loads q Original/copy cataloging 32. What percent of current depository receipts are included in the library's catalog? ________ % 33. Are Federal Government Internet sites included in your library's catalog? q Yes q No If "Yes," are they active hypertext links? q Yes q No 34. How are library staff regularly made aware of new Government information products, services, and resources? (Check all that apply) q Regular staff meetings q E-mail q Demonstrations q Hands-on training sessions q Help guides created q No regular program 35. Do you promote your participation in the Federal Depository Library Program through your library's web page? q Yes q No q Do not have a web page 36. Do you provide reference service through e-mail or your web site? q Yes q No 37. Is the library's catalog available via (Check all that apply): q Dial-in access q Internet q Network with other libraries q Not applicable 38. The library's promotion (e.g., flyers, newspaper articles, etc.) of the depository to the general public can best be described as: q Active, on-going promotion to the general public q Infrequent promotion to the general public q No promotion to the general public 39. On average, how many patrons use the depository collections or services each week (including all incidents of use, i.e., in person, phone, fax, e-mail, etc.)? You may choose a week to sample. This refers to the number of people using depository materials, not the number of people who enter the library. ___________ 40. Has your library conducted user surveys or other studies to determine the quality of depository services? q Yes q No 41. Does your library charge a fee for any of the following depository services? (Check all that apply) q Printer paper q Formatted floppy diskettes q Fax q Extensive reference service q None of the above q Other, please specify: __________________ COOPERATIVE EFFORTS 42. Is your Federal depository operation governed by a State Plan for providing government information services, including such elements as interlibrary cooperation, advisory group, coordination of training, etc? q Yes q No q Don't know If "Yes," has the Plan been revised within the last five years? q Yes q No 43. Do you use the following? (Note: hypertext links to the these services will be provided in the final survey insturment) askLPS q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Documents Data Miner q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Enhanced Shipping List Service q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Federal Bulletin Board q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful FDLP Electronic Collection q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Government Information Locator Service (GILS) via GPO Access q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful GPO Access Databases q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful GPO's Online Catalog of U.S. Government Publications q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Pathway Locator Services: Browse Electronic Titles q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Browse Topics q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Federal Agency Internet Sites q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Searchable Agency Databases q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Search the Federal Government q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful Sales Product Catalog q Yes q No & if "No," why not? q Did not know about it q Know about, but not how to use it q Not useful THE FOLLOWING QUESTIONS OF THE SURVEY ARE OPTIONAL Cost of Operating a Depository Library Using your most recently completed fiscal year, please provide the following information. If it is necessary to estimate, please do so. The following information is based on ____________ fiscal year. O-1. Salaries and Benefits. Include all full and part-time staff who were identified in question 14 above. If staff only work part-time on depository activities, estimate that portion of their time that deals with Federal depository activities. Round your answer to the nearest thousand dollars. O-1A. How much money was spent by your library on salaries for staff working with the Federal Depository Library Program? Include benefits, if possible. $ ___________________ O-1B. Does this figure include benefits? q Yes q No q Don't Know O-1C. Explain any unusually large expenditures (e.g., temporary employees for special projects): O-2. Library Materials and Services. Include print and electronic resources, purchases from the sales program, trade publications, subscriptions, online services, site licenses, bibliographic services, preservation, binding, and any other collection resource that supports the depository operation. Round your answer to the nearest thousand dollars. O-2A. How much money has your library spent on library materials and services that support the depository operation? $ __________________ O-2B. Explain any unusually large expenditures (e.g., received special allocation for one-time purchases): O-3. Equipment, Furniture, and Computers. Round your answer to the nearest thousand dollars. O-3A. How much money did your library spend on equipment, furniture, and computers in support of the depository operation? $ ________________ O-3B. Explain any unusually large expenditures (e.g., new building to furnish, grant money for computer upgrades): O-4. Training and Travel. Include GPO or agency-sponsored events, professional library meetings, meetings in your state, and computer or other specialized training. Round your answer to the nearest thousand dollars. O-4A. How much money did your library spend on depository staff for training and travel? $ _________ O-4B. Explain any unusually large expenditures (e.g., training for new staff or new library system): O-4C. How much money was spent by depository staff that was not reimbursed? $ _________