ADMINISTRATIVE NOTES

            Newsletter of the Federal Depository Library Program


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                                May 1, 2000
                             GP 3.16/3-2:21/07
                             (Vol. 21, no. 07)

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      PROPOSAL 3: REVISE THE "DEPOSITORY LIBRARY PUBLIC SERVICE GUIDELINES
        FOR GOVERNMENT INFORMATION IN ELECTRONIC FORMATS" TO ESTABLISH A
              SERVICE REQUIREMENT FOR TANGIBLE ELECTRONIC PRODUCTS

    * Revise number 3 of the Electronic Service Guidelines to read:

      All depository libraries should must make tangible electronic
      products and services (CD-ROMs, DVD-ROMs, floppy diskettes) which
      they select available to the general public in a timely manner. For
      example, if a product is not currently loaded and/or supported on a
      depository library's computer workstation, the depository library
      should attempt must to provide access to it within a designated time
      frame as determined by each library. If the depository library is
      unable to provide adequate access to and technical support of
      tangible electronic products, circulation of those products should
      be made available in accordance with the library's circulation
      policies of other non-governmental tangible electronic products or
      other depository resources. While circulation of CDs and DVDs is
      encouraged, this alone does not relieve the depository of its duty
      to assist patrons in accessing the information. The depository must
      demonstrate a "good faith" effort in providing in-house assistance
      to patrons wishing to use CDs and DVDs.

      Rationale

      Currently number 3 of the Electronic Service Guidelines allows
      libraries to circulate those CDs that the library cannot support
      technically. This practice precludes those who do not have the
      resources to access the CDs outside the library from acquiring
      needed information resulting in restricted access to Government
      information. This violates the spirit of 44 USC § 1911 and the
      Instructions to Depository Libraries and must be corrected.

      Background

      The Depository Library Public Service Guidelines for Government
      Information in Electronic Formats (Electronic Service Guidelines)
      set forth performance goals for Federal depository libraries in
      providing access by the public to Government information in
      electronic formats. These guidelines are the result of nearly three
      years of discussion and work of the Depository Library Council and
      depository librarians. Discussions began in the fall of 1995 after
      the Congress directed GPO to investigate ways of making the Federal
      Depository Library Program almost entirely electronic. This raised
      concerns about providing public access to the increasing amount of
      Federal government information available in electronic formats. The
      draft guidelines were presented, discussed, modified, and adopted by
      Council at its spring 1998 meeting in Arlington, VA.

      The Public Printer and General Counsel approved the guidelines,
      which fit within the statutory framework of Title 44. Depository
      libraries have a statutory obligation under section 1911 to make
      paper and microformat publications "available for the free use of
      the general public," and these guidelines articulate the logical
      extension of that historic obligation into the electronic
      information era.

      The General Counsel stated that "any library selecting items in
      electronic formats must maintain a capability to allow for unimpeded
      use of those documents by its public patrons." The Electronic
      Service Guidelines were intended to provide flexibility in servicing
      the needs of the patron. It was not intended as a means to
      circumvent in-house access or avoid equipment upgrades. When a
      depository library selects an item it is assumed to be within the
      scope of their collection development policy, national finding aids
      will identify the depository as a holding library, and users will
      expect to be able to gain access to the information at the library.

      Impact

      Depositories 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.

      Libraries will be able to make a stronger case to obtain the funding
      required for computer purchases and technology upgrades.

      Effective Date

      If this proposal is accepted the change in the Electronic Service
      Guidelines will become effective October 1, 2000.

      Attachment:

        1. Depository Library Public Service Guidelines For Government
           Information in Electronic Formats (1998) [See Administrative
           Notes, v. 19, # 11 (9/15/98)]