ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program ------------------------------------------------------------------------ October 25, 1999 GP 3.16/3-2:20/14 (Vol. 20, no. 14) ------------------------------------------------------------------------ [Handout] Depository Distribution Division Update Fall 1999 Depository Library Council Meeting October 18 - 21, 1999 Tangible Products Sent to Depository Libraries The distribution of tangible products through the FDLP in FY 1999 is: Media Titles Copies Paper (includes direct mail & USGS maps)14,513 7,054,619 Microfiche 25,740 9,815,918 CD-ROM 682 277,662 ________________________________________________________________________________________________________ Total 40,935 17,148,199 Y2K Update of Automated Depository Distribution System (ADDS) Since 1985, the Library Programs Service (LPS) has used the Automated Depository Distribution System (ADDS, formerly known as the Lighted Bin System), to guide the physical distribution of publications to depository libraries. During this 15-year period, ADDS has: * Eliminated the production of large sets of computer printouts * Increased productivity * Improved the accuracy of distribution * Reduced mailing costs * Reduced the cost of mailing supplies * Reduced the number of personnel required to distribute materials Unfortunately, the hardware that drives ADDS is no longer supported by its manufacturer and there are no upgrades available to comply with Year 2000 (Y2K) requirements. Fortunately, the original vendor for ADDS has been awarded the contract to update the system. The hardware needed has been delivered to the contractor, who is rewriting and recompiling the supporting software. LPS anticipates delivery and testing of the updated ADDS system during mid-December. Recent Changes In Shipping Procedures LPS has received numerous inquiries from depository libraries about the frequency of depository shipments. Some of these concern delays in the receipt of shipments, while others indicated that shipments were being delivered in batches rather than on a regular basis. LPS has been pursuing these issues with GPO's distribution contractor, Potomac Business Center (PBC). We have determined that PBC continues to pick up depository library shipments from LPS daily. However, beginning on Monday, August 23, 1999, there was a change in the frequency of sending depository shipments. At that time, PBC's delivery contractor, United Parcel Service (UPS) began to pick up all processed depository shipments from PBC once every three days. This practice has the effect of creating batches of shipments that arrive at depositories on an irregular basis. GPO's Materials Management Service advised LPS that the "every three days" practice fulfills PBC's current contractual obligations with GPO. The PBC shipping contract also covers work from other GPO offices in addition to LPS. LPS regrets the difficulties that these irregular depository deliveries have caused the depository libraries, and we are investigating the situation and working to develop a solution. GPO personnel are negotiating contract modifications with PBC so that shipments can be delivered more quickly and regularly. Interruption in Depository Deliveries Receipt of depository library materials was delayed for a few weeks in August due to non-compliance by a subcontractor selected by PBC to deliver outgoing shipments. PBC has since returned to using United Parcel Service (UPS) as a subcontractor. Nearly all depository shipments should be received through UPS delivery. Delivery by the U.S. Postal Service accounts for less than 10% of all depository shipments. Libraries should receive shipments within 5 to 7 working days after being picked up from LPS. To ensure that this problem does not arise again, GPO's Procurement Office is acting in accordance with Federal Procurement regulations. In addition, LPS personnel are currently reviewing and determining possible changes in the language of future contracts. Split Shipments Paper shipments that are divided among two or more boxes are commonly referred to as "split shipments." Although depository libraries may occasionally receive this type of shipment, it is our policy to send depository materials from one shipping list in one box. Split shipments typically happen due to errors in packing or during the training period of new personnel and are generally short-term. In the event your depository library notices a recurring problem with split shipments, please contact Ms. Colleen Davis, Chief, Processing Branch, at (202) 512-1007, or by e-mail at . 13 Direct Mail Titles Switched to Regular Shipments Beginning in October 1999, some "direct mail" titles will instead be placed in regular depository shipments. Previously, in the interest of timeliness, these titles were sent to depository libraries directly from contractors or from GPO's printing plant to depositories via first or second class mail. However, more timely access is now provided for most of these titles from GPO Access, the Federal Bulletin Board, or Federal agency Internet sites. The change in distribution for the 13 affected titles will produce substantial savings in postage costs, which have risen to an estimated $1 million annually for the direct mail titles, while the appropriation that funds the FDLP has remained essentially static. As printing contracts are amended, LPS will include the titles (see Direct Mail Discontinued List, below) on the Depository Shipping List and distribute them in the regular shipment boxes. Claims for these tangible products will be handled in the same way as other materials on shipping lists. A few titles (see Direct Mail Continued List, below) and paid subscriptions will not be affected by this action. Direct Mail Discontinued List: Title SuDocs # Item # URL Business C 61.18: 0127-A http://www.ita.doc.gov/bizam/ America [temporarily suspended by agency] Commerce C 1.76: 0231-G-03 http://cbdnet.access.gpo.gov/index.html Business Daily Morbidity & HE 20.7009: 0508-A http://www2.cdc.gov/mmwr/ Mortality Weekly Report Federal AE 2.106: 0573-C http://www.access.gpo.gov/su_docs/aces/aces140.html Register (P) [paper] List of CFR AE 2.106/2: 0573-C http://www.access.gpo.gov/nara/lsa/aboutlsa.html Sections (P) Affected [paper] Weekly AE 2.109: 0577-A http://www.access.gpo.gov/nara/nara003.html Compilation of Presidential Documents Federal TD 2.71: 0678-A Highway Administration Register Dispatch S 1.3/5: 0864 http://www.state.gov/www/publications/dispatch/ Daily Treasury T 0923-A-02 http://fedbbs.access.gpo.gov/dailys.htm Statement 63.113/2-2: Monthly T 63.215: 0970-A-11 http://www.publicdebt.treas.gov/opd/opddload.htm Statement of the Public Debt Monthly T 63.113/2: 0923-A-02 http://www.fms.treas.gov/mts/ Treasury Statement Internal T 22.23: 0957 http://www.irs.ustreas.gov/prod/bus_info/bullet.html Revenue Bulletin Congressional X 1.1/A: 0994-B http://www.access.gpo.gov/su_docs/aces/aces150.html Record [paper] (P) Direct Mail Continued List: Title SuDocs # Item # FERC Statutes and E 2.18: 0438-C-01 Regulations FERC Reports E 2.17: 0438-C Federal Register AE 2.106: 0573-D [microfiche] (MF) List of CFR Sections AE 2.106/2: 0573-D Affected [microfiche] (MF) Congressional Record X 1.1/A: 0994-C [microfiche] (MF)