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 ---------------------------------------------------------------------- November 15, 2000 GP 3.16/3-2:21/15 (Vol. 21, no. 15) ---------------------------------------------------------------------- DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER SPRING 2000 MEETING RECOMMENDATIONS AND RESPONSES 1) Revision of the Depository Library Public Service Guidelines Council recommends that GPO reconsider "Proposal 3: Revise the 'Depository Library Public Service Guidelines for Government Information in Electronic Formats' to Establish a Service Requirement for Tangible Electronic Products." (April 2000) Rationale: Council is concerned that the meaning of the phrase "good faith effort" in Proposal 3 is unclear. Council is cognizant of the responsibility of depository libraries to make a "good faith effort" to make electronic products accessible to the public and we realize that the public may at times require assistance rather than simply being given the option of borrowing these products. However, given the eclectic nature of many depository tangible electronic products and their software (or lack thereof), we ask GPO for a more nuanced approach to the problem, and in particular, a clearer exposition of what constitutes a "good faith effort." Further, Council will undertake action to clarify the competencies that depository libraries need to have to comply with enhanced service requirements. Response: At this time, GPO does not plan to resubmit the proposal modifying the "Depository Library Public Service Guidelines for Government Information in Electronic Products" concerning "good faith" effort by depositories in providing in-house assistance to patrons wishing to use CD's and DVDs. This proposal was initiated because inspectors discovered that many libraries, while still selecting CD-ROMs or DVDs, lacked the equipment to service these electronic products and also never planned to purchase or replace the equipment to make these information products available in the libraries. In April 2000, Council adopted GPO's proposal number 2 to "Increase the Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries at Regular Intervals." These Minimum Technical Requirements (http://www.access.gpo.gov/su_docs/fdlp/computers/mtr.html) are based on the 1999 Recommended Specifications for Public Access Workstations in Federal Depository Libraries and they specify a DVD drive and compatibility with a CD-ROM drive. In conducting on-site inspections and evaluating self-studies, the inspectors will rate the depository on equipment capabilities using the new minimum requirements for computer workstations. 2) GPO Access Gateways Council recommends that GPO capitalize on the experiences and innovative contributions of the GPO Access Gateway libraries by engaging them in discussion to encourage their participation in the evolution from Gateways to potential new partnerships. Rationale: Council recognizes the valuable role Gateways have played in the growth of GPO Access and the expertise the Gateways have developed in providing tailored instructional, navigational, or interpretive content. Council is aware that some Gateways wish to continue in that capacity. Council is also aware that GPO is committed to continuing operation of the SWAIS interface and to maintaining links useful to Gateway sites. Given GPO's commitment, Council believes it is reasonable that Gateways as a separate project be ended. However, Council believes that discussion between GPO and the Gateways may lead to new partnerships based on the accomplishments and innovative spirit of Gateway libraries. Response: The GPO Access Gateway services provided by numerous depository libraries were an important step in the transition to a primarily electronic Federal Depository Library Program (FDLP). GPO encouraged depository libraries to become Gateways in order to expand no-fee public access to GPO Access and other U.S. Government information on the Internet. In 1995, when the Gateway project began, GPO Access was still a subscription service, most users were connecting via modem and using customized client software for search and retrieval, and most FDLP content was still delivered in tangible media. As GPO Access and use of the Web have grown, the original purpose of the Gateway project has been accomplished. However, along with other changes in the information infrastructure, the role of the Gateways also changed, and some have provided tailored instructional, navigational, or interpretive content. GPO acknowledges and appreciates the accomplishments of the Gateways and the effort of many depository librarians and administrators, systems staff, and others in creating those successes. Since the Gateways initiative has served its initial purpose, GPO, as announced in the April 2000 meeting of the Depository Library Council, is discontinuing its formal support of the Gateway project as of September 30, 2000. Some institutions may prefer to continue to operate a Gateway as a local value-added service to their constituencies. The decision to continue operating Gateway services should be based upon local needs, and current Gateways will be able to continue to operate if they so choose. In the future such activities will be acknowledged as outreach activities within normal depository operations, rather than as part of the separate Gateway program effort. GPO will continue to observe the remaining Gateways as a source of ideas for the continuing development of GPO Access. One legacy of the Gateway project is that it serves as a model for cooperative partnerships between depository library institutions and GPO. Today new types of partnerships are needed to advance the cause of no-fee public access to U.S. Government information. GPO will continue to explore new partnership opportunities with depository libraries, Federal agencies, and other institutions. 3) Redefinition of Depository Library Size Categories Council endorses the "Proposal 1: Redefine Depository Library Size Categories" (April 2000). Council encourages GPO to update the library size categories at more frequent intervals and to begin to articulate definitions of measures for depository libraries in the online environment. Rationale: Council concurs with GPO that the present definitions, which were articulated in 1987, do not adequately reflect the growth of depository library collections and, therefore, place an undue burden on libraries to select beyond their main mission and scope. More frequent updates of the size categories will avoid this problem in the future. However, Council notes that definition of library size by volume count will not be meaningful in a networked information environment and suggests that GPO begin to consider measures of equipment and public service commitments that might better define depository library "size" in the more electronic environment. Response: GPO appreciates Council's endorsement of Proposal 1 to redefine depository size categories effective October 2000 and anticipates recalculating the size categories more frequently. Future revisions will necessarily require additional review of the electronic resources in the FDLP and of the impact of electronic resource sharing on general library collection size measurements. Information about the adoption of the new measurements is included in the July 2000 revision of the Instructions to Depository Libraries. The new item number/size comparison chart appears at . 4) Decennial Census Information Council recommends that GPO pursue special funding in FY2002 to make 2000 Decennial Census publications and data files available for depository library selection as tangible or Internet products, and that GPO initiate a dialog with the Bureau of the Census regarding preferred options for depository library dissemination of such 2000 Census materials as cartographic line files. Rationale: Decennial census information, including the cartographic line files that are essential to many Census data applications, comprises a fundamental public information resource and a core collection in depository libraries. This data remains useful for many years, and depository libraries provide the permanent public access which communities and researchers need. Online formats alone do not fill the needs of all users, nor are they exact equivalents in every case. The long-term value of this unique body of information justifies distribution in multiple formats. Special funding was obtained and effectively used during the last census cycle to enable the public to have access to this information in multiple formats through depository libraries, and the data still receives heavy use. Council believes that special funds should again be requested to assure similar levels of multi-format access to the 2000 Decennial Census through depository libraries. The continuation of this flexibility in formats will significantly increase the ability of depository libraries to maximize service for their patrons, now and in the future. Response: LPS has provided Decennial Census information to depository libraries in multiple formats when possible because of the high public usage and the need for long-term public access. LPS recognizes the importance of this information. However, in light of the FY 2001 funding constraints, GPO must reduce duplication of FDLP distribution formats and media to reduce Program expenses. Tangible products will be distributed for the Decennial Census material when the information in the print or tangible electronic product differs significantly in arrangement and function from the material posted at the Census Website. In addition, if the product is of a significant reference value to most types of depository libraries, the tangible product will be acquired and distributed to the FDLP. LPS is committed to making these historical materials available for all users, for current and long-term use. Census and LPS are developing a Memorandum of Understanding (MOU) to preserve Census material on the Census Website for permanent public access. Further information about this MOU will be relayed to the Council as it becomes available. 5) Increasing Minimum Technical Requirements for Public Access Workstations Council recommends that GPO implement "Proposal 2: Increase The Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries at Regular Intervals" (April 2000). Rationale: Council recognizes the ongoing need to assure that the technical capabilities of depository libraries are adequate to support access to electronic FDLP publications. Hence, Council supports the proposal that GPO establish a schedule for updating Minimal Technical Requirements for Public Access Workstations at regular intervals. Council is concerned about the impact of these standards upon the inspection process and encourages GPO to articulate their expectations to depository libraries. Response: GPO appreciates Council's endorsement of Proposal 2 to "Increase the Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries at Regular Intervals." The implementation schedule through FY 2001 has been published already at , in Administrative Notes, v. 21 #7, May 1, 2000, pp. 48-50, and a link appears in the July 2000 Instructions to Depository Libraries. GPO plans to update the technical requirements and publicize the changes annually. 6) Electronic Transition Report Council, having accepted in principle the Electronic Transition Committee's Report on GPO's Transition to a More Electronic FDLP, recommends that as GPO staff develop online resources they keep in mind not only FDLP libraries, but also the broad range of constituents who will have direct access to the Collection, including non-depository libraries and the public. Rationale: Council has studied a number of issues related to GPO's electronic transition and reported on their deliberations in the Electronic Transition Report. While GPO has a mandate to serve GPO depository libraries, the Internet environment enables non-depository libraries and the general public to directly use GPO online resources. Council recommends that GPO keep in mind this broader range of constituents as it develops online tools and resources, marketing, training, and outreach for the FDLP. Ben's Guide is a successful example of an online resource that satisfies the needs of both the FDLP and the general public. It is Council's opinion that this will enable GPO to play a more vital role in the dissemination of government information in the electronic environment. Response: As Council has noted, GPO has a legislative mandate to serve the Federal depository libraries. This traditional view of our user community was expanded in the 1998 plan for Managing the FDLP Electronic Collection, which stated that: The primary user community for the [Electronic] Collection is composed of end users gaining access to the Collection through the facilities and resources of the FDLP, including its geographically dispersed network of depository libraries. ... GPO will strive to accommodate the needs of as broad a range of users as possible within the constraints of time and resources. Collection planning and the effective use of GPO's appropriated funds will focus on depository libraries and depository users as definable, known groups representing the public's need for access to Government information. GPO recognizes the opportunities of the electronic dissemination environment to reach out to and serve a broader segment of public and other types of libraries. Our Program development and transition activities have been, and are expected to be, guided by an awareness of the needs of all our users, both our mandated user community in depository libraries and the general public. While we will continue to rely on Council as a source for information about those needs, we will also use appropriate input from other sources and communities. The revised and streamlined "Finding Aids" (http://www.access.gpo.gov/su_docs/tools.html) on GPO Access exemplify a service that has been redesigned to be more user-friendly to non-depository librarians and the general public. In addition, the EIDS User Support Team receives and acts upon numerous comments and suggestions for GPO Access enhancements that originate outside the depository library community. 7) GPO's Cataloging and Locator Services Report Council recommends that GPO proceed with the six "Proposals for Council Consideration" articulated in the report, "GPO's Cataloging and Locator Services Actions in Progress and Proposals for Change" (April 2000). While Council endorses each of the six proposals, we do further recommend that GPO consider strategies for continuing a simple index in the paper Monthly Catalog. Rationale: Council believes that this well thought out review of locator services proposes a reasonable strategy for strengthening cataloging and locator tools on GPO Access. These services were initiated approximately four years ago and have reached the point where assessment and retooling are required. Given the low use and high cost of the Monthly Catalog on CD-ROM and the ready availability of a much better product on GPO Access, the Catalog of Government Publications (CGP), resources used to produce the CD-ROM should be reallocated to other GPO Access efforts. Since the online CGP minimizes the need for the paper Monthly Catalog, desktop publication of the paper product will reduce costs and free resources for other projects, and will meet Title 44 requirements for the production of a list of products. Response: GPO has either completed or made substantial progress toward completing five of the six proposals outlined in the April 2000 report to Council. A remaining proposal on which work is in progress concerns the use of desktop publishing technology to support the compilation of the abridged paper edition of the Monthly Catalog of United States Government Publications (MOCAT). GPO is investigating the use of desktop publishing software in the context of requirements to replicate, to the extent possible, the features of the current MOCAT. At present it appears that desktop publishing software may not support indexing to the record. However, an index that identifies the page on which a record is located appears to be within the capabilities of most word processing applications. Superior access to the electronic and tangible publications in the FDLP is available by searching the more than 152,000 freely accessible records of the Catalog of United States Government Publications (CGP, located at ). GPO's ability to maintain records at this application provides the public with a continuously improving product that provides electronic access to more than 11,000 online titles and that provides the physical locations of most tangible publications distributed to depository libraries. 8) Cataloging and Locator Tools Council recommends that GPO revise GPO Access Finding Aids and Cataloging and Locator tools pages to: * assure that Cataloging and Locator Tools pages conform in look and feel with other pages on the GPO Access site; * include links (buttons) on Cataloging and Locator tools pages which provide easy navigation within and among these tools; and * establish a Browse Topics pages metatag requirement to conform with CORC standards that will facilitate search engine retrieval of Browse Topics pages. Rationale: The Cataloging and Locator Tools pages currently have a different look and feel than other GPO Access pages, as well as a different schema for navigational devices. Council believes that greater conformity within the overall GPO Access site would ease use of these pages, especially to the broader community of users beyond depository libraries. As an example, adding a uniform set of navigational buttons to the Cataloging and Locator tools pages similar to those on the branches of government pages would improve navigation among the tools. Additionally, the establishment of a metatag requirement for Browse Topics would ensure that pages contributed by all volunteers participating in the Browse Topics partnership will be uniform for Web search engines and available for CORC. Response: Over the past several months GPO has refined and improved the cataloging and indexing suite of tools to add new navigational aids and make the "look and feel" more consistent. This effort was conducted in parallel with the redesign of the FDLP Administration Website begun in spring 2000. LPS and EIDS staff standardized the graphics and navigational buttons for all of the GPO Access Finding Aids. The FDLP Desktop was successfully launched in late July 2000 and provides visual consistency and easier navigation within and among the tools. LPS has identified a partner to administer the Browse Topics application, and we are approaching finalization of a partnership agreement. The agreement will require the partner to create and maintain the metadata for all topics in this application. LPS staff has established metadata creation guidelines for use by the partner. In establishing the Browse Topics service partnership, LPS staff built upon the knowledge gained through recent experience with OCLC's CORC project, as well as from on-going projects with other Federal agencies currently involved in the establishment of metadata standards and the creation of metadata for electronic publications. 9) Microfiche Congressional Bills Council recommends that GPO continue distribution of the microfiche version of congressional bills until such time as the electronic version can be certified as authentic. Rationale: Council recognizes that due to fiscal constraints, GPO has to make difficult decisions regarding formats and that Congress is pressuring GPO to eliminate dual distribution of FDLP titles altogether. Nonetheless, Council is aware of concerns within the FDLP community about ending distribution of the microfiche version of congressional bills until the electronic version that is available through GPO Access can be authenticated as official. There are currently no government-wide information policies or procedures to address the important issue of authenticating electronic government information, including core legal titles that are increasingly becoming available in electronic formats. Council believes that GPO should take a proactive role in this arena similar to the leadership they have demonstrated in bringing together key stakeholders to discuss solutions to ensure the permanent public access of electronic government information. Response: The August 25, 2000 letter to the directors of depository libraries (http://www.access.gpo.gov/su_docs/fdlp/coll-dev/sdltr8-25-00.html) described measures that GPO is implementing in anticipation of the expected $2 million reduction in the Salaries and Expenses Appropriation (S&E) for the Superintendent of Documents for FY 2001. To operate within the reduced appropriation, GPO will be obliged to curtail some traditional products and services. The Program is not funded at a level that permits us to continue to make dual format distribution on a routine basis. Therefore, we are implementing a policy on distribution to Federal depository libraries that will accelerate the transition to a primarily electronic Program. As previously announced, LPS will discontinue distribution of the Congressional Bills on microfiche effective with the last of the 106th Congress Bills. We estimate that eliminating the bills on microfiche will save over $200,000 per year. Bills are permanently accessible on GPO Access beginning with the 103rd Congress. The online bills are easier to search and retrieve than the microfiche versions. The microfiche bills require use of a complicated and cumbersome paper finding aid and the physical space to store the microfiche. GPO has reviewed the official status of the electronic bills on GPO Access. These electronic bills are produced from the same source files as the official printed versions. It is GPO's position that the online bills on GPO Access are equally official and authentic.