F e d e r a l D e p o s i t o r y L i b r a r y P r o g r a m ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program ------------------------------------------------------------------------ October 15, 2000 GP 3.16/3-2:21/14 (Vol. 21, no. 14) ------------------------------------------------------------------------ Draft Superintendent of Documents Policy Statement on Dissemination/Distribution Policy for the FDLP [Presented for discussion at the fall 2000 meeting of the Depository Library Council.] Overview. Information content remains the primary selection criteria for inclusion of a U.S. Government information product in the Federal Depository Library Program (FDLP). Regardless of format, publications must conform to the definition in 44 U.S.C. Sec. 1901. Library Program Service (LPS) will determine the best method for making government information products available to the depository libraries. When more than one format exists for a product, LPS will determine how to best provide the information by assessing the following: the cost of providing the material, how the product will be used, and the specific characteristics of the online and/or tangible product. As directed by Congress, the primary method of making publications available to the Federal Depository Library Program (FDLP) is online dissemination. Specific product characteristics may dictate that an alternate method needs to be used. LPS will use the following guidelines to determine the most appropriate method. Document Terminology. Dissemination The act of making government information products accessible. This is done by using a government electronic information service, and/or by distributing tangible products to depository or program libraries. Distribution The act of sending out a tangible product. Product A publication regardless of presentation media or format. Tangible Product Information presented in a physical format, i.e., paper, microfiche, video, diskette, CD-ROM, or optical disk successor technology. Guidelines. 1. When a product is only available online, it will be disseminated in online format. 1. When a product is only available in tangible format, then LPS will distribute it in that format. 2. When the product is available both online and in a tangible format the standard practice will be to disseminate the online version to depository libraries. A tangible product will be distributed only if the online version is: a. incomplete. For example: i. online products that contain only selected or abstracted portions of the content provided in its entirety in the tangible product, or ii. kits comprised of mixed media tangible products where only a portion of the title is online. b. not recognized as official by the publishing agency. For example, this can occur when the electronic version is on a non-verifiable or unofficial website. c. located in an online site where products are known to be changed randomly. For example, this would occur when the product content may be overwritten by different content. d. very difficult to use, thus impeding access to data or content. For example, this can occur when the product design imposes technological barriers to usage. e. not cost-effective. The costs associated with disseminating the online product exceed those for the tangible product. For example, this situation may arise with fee-based online services. f. fee-based, and created, all or in part, through the use of non-appropriated funds. For example, this can occur when the publishing agency designates the product as cooperative under 44 U.S.C. Sec. 1903. 3. If a product is disseminated to depository libraries online and a tangible format is available, the tangible product will be distributed only if the tangible product meets special conditions or needs, i.e., when: a. there is a legal requirement to distribute the product in tangible format. b. the tangible product is of significant reference value to most types of FDLP libraries, as may be the case with certain compilations, legal resources, permanent legal records or products of historical importance. c. the tangible product is intended to serve a special needs population. For example, this could occur when the publication is in Braille or large print. d. the commonly-accepted medium of the user community is tangible format. For example, this could apply to maps and/or charts. e. the product is essential to the conduct of Government. In the 1996 "Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program," GPO identified a core list of "Paper Titles in the FDLP." When the following titles are published in paper format they will be distributed to depository libraries in paper. These essential titles are: - Budget of the United States Government - Catalog of Federal Domestic Assistance - Code of Federal Regulations - Congressional Directory - Congressional District Atlas* - Congressional Record (final bound edition)** - County and City Data Book* - Economic Report of the President - Federal Register - Foreign Relations of the U.S. - List of Sections Affected (CFR) - Public Papers of the President - Statutes at Large - State & Metropolitan Area Data Book - Statistical Abstract of the U.S. - Treaties and Other International Acts of the United States - Treaties in Force - U.S. Government Manual - United States Code - United States Congressional Serial Set (bound edition)** - United States Reports - Vital Statistics of the U.S. * Most recently published in CD-ROM format. ** Distribution is already limited to regional depository libraries and one library in each state without a regional. 4. When a tangible product is to be distributed, the following format rules will be applied. a. The product will be distributed in the format issued by the publishing agency, except if the format is paper. b. A paper product will be reviewed for suitability for conversion to microfiche. If suitable, it will be converted; if not, it will be distributed in paper. 5. LPS will not convert products that are issued solely in tangible format to electronic format. This approach may be reevaluated as circumstances warrant. The costs of the conversion process, and the official status of the resulting online version, are important factors to consider. 6. When products are made available to depository libraries in multiple tangible formats, regional depositories will generally retain the option to receive multiple formats. Reviews of multiple format distribution to selective libraries will be made on a case-by-case basis. Scope. This policy pertains to all U.S. Government information products subject to dissemination/distribution to depository libraries. 44 U.S.C. Sec. 1901 Application. The Director, Library Programs Service, is responsible for ensuring that all publications are disseminated and/or distributed to depository libraries in the most effective manner. Related Policy. This policy relates to and augments the policy established in SOD 13, Format of Publications Distributed to Depository Libraries. August 22, 1983. References: "Depository Library Program," Title 44 U.S. Code, Sec. 1901-1916, 1994 ed. "Format of Publications Distributed to Depository Libraries:" Superintendent of Documents Policy Statement No. SOD-13, August 22, 1983. MacGilvray, Marian W. and John M. Walters. Electronic Capabilities of Federal Depository Libraries, Summer 1994. Washington: Government Printing Office, 1995. "Priorities for Disseminating Electronic Products and Service from the U.S. Government Printing Office." Documents to the People, 20, no. 2 (June 1992): 78-79. U.S. Government Printing Office. Report to the Congress: Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program, as required by Legislative Branch Appropriations Act, 1996, Public Law 104-53. Washington: Government Printing Office, 1996. U.S. Government Printing Office. Library Programs Service. Managing the FDLP Electronic Collection: A Policy and Planning Document. Washington: Government Printing Office, 1998. U.S. House. Making Appropriations for the Legislative Branch for the Fiscal Year Ending September 30, 2001, and for Other Purposes. Conference Report (H. Rpt. 106-796). Washington: Government Printing Office, 2000. U. S. National Commission on Libraries and Information Science. Report on the Assessment of Electronic Government Information Products, prepared by Westat, Rockville, Md. Washington: Government Printing Office, March 30, 1999.