ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program --------------------------------------------------------------------- May 1, 2000 GP 3.16/3-2:21/07 (Vol. 21, no. 07) --------------------------------------------------------------------- PROPOSAL 2: INCREASE THE MINIMUM TECHNICAL REQUIREMENTS FOR PUBLIC ACCESS WORKSTATIONS IN FEDERAL DEPOSITORY LIBRARIES AT REGULAR INTERVALS * Designate the "1999 Recommended Specifications for Public Access Workstations in Federal Depository Libraries" as the new Minimum Technical Requirements (MTR). * Increase every year the MTR for public access workstations in Federal depository libraries in order to meet the access requirements for electronic Government information products. Rationale The 1996 specifications for workstations no longer support the "functional approach" in evaluating a library's capability to access electronic Government information products. Some electronic products distributed or disseminated to depository libraries require more sophisticated technology than is provided in the 1996 specifications in order to work. Technological change has increased at such a pace as to make the estimated life span of a computer about two years for newer applications. As agency publication practices run parallel to general technological changes, depository libraries must continue to keep pace. Libraries meeting the MTR will keep pace with technological change and Federal agency information delivery practices in fulfilling their Title 44 obligation to provide access to Government information products. Background In 1991, LPS began issuing recommendations for minimum technical guidelines for depository libraries. These evolved into "Recommended Specifications for Public Access Workstations in Federal Depository Libraries" (RS). The specifications are published annually in Administrative Notes and accessible via the FDLP Administration website. The RS were established to provide guidance to librarians when planning for new computer purchases. The depository community was advised in May 1996 that technical requirements for serving the public with electronic information would become mandatory October 1, 1996. That is, all depositories were "expected to offer public users access to workstations with a graphical user interface, CD-ROM capability, Internet connections, and the ability to access Government information via the World Wide Web" (Administrative Notes, v.17 #16, p. 4). At the same time it was announced that libraries would be evaluated during inspections on their capability to service electronic Government information using a "functional approach." This allowed libraries flexibility with computer configurations and service options. Impact Preliminary data from the 1999 Biennial Survey indicate that 95% of the depository libraries meet the 1996 MTR. Many depositories currently exceed the 1996 MTR. Survey responses do not reveal specifically what the 5% are lacking. That is, we do not know if they are compliant in all aspects except for the printer, hard drive space, etc. Based on inspection visits, an estimated additional 5% of depositories may not meet the new MTR. A "functional approach" will continue to be applied to Federal depository libraries during self-study evaluations and inspections of depository libraries. Not meeting the MTR, alone, will not result in probationary status for a library. Effective Date The 1999 "Recommended Specifications for Public Access Workstations in Federal Depository Libraries" will become Minimum Technical Requirements (MTR) effective October 1, 2000 and used as the baseline for the "functional approach" during library evaluations. GPO will continue to produce annually the "Recommended Specifications for Public Access Workstations in Federal Depository Libraries" (RS) which are guidelines for new purchases for 15 months. Year Recommended Specifications Expire Specifications Become Published Requirements 1999 June 1999 10/01/00 9/30/01 2000 June 2000 10/01/01 9/30/02 2001 June 2001 10/01/02 9/30/03 Attachment 1. 1999 Recommended Specifications for Public Access Workstations in Federal Depository Libraries [see Administrative Notes, v. 20, # 10 (6/15/99)]