ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program ------------------------------------------------------------------------ June 15, 2000 GP 3.16/3-2:21/09 (Vol. 21, no. 09) ------------------------------------------------------------------------ Annual Item Selection Update Cycle 2001 Begins June 1, 2000 [The following notice was sent to all depositories in shipment boxes.] Libraries are reminded that the process of changing to a more electronic Federal Depository Library Program (FDLP) is continuing. The dissemination format for some Government publications will change from the physical distribution of tangible products (paper, microfiche, or CD-ROM) to online access only. In the coming months these changes will affect FDLP products currently available in multiple formats, particularly those available in both paper and online versions. In some cases the discontinuation of physical distribution will affect titles that you may wish to add during this update cycle, or even titles that you currently select. Changes in distribution format will be announced in WEBTech Notes as they occur. Schedule June 1, "Selection Update Cycle 2001" begins. Information about 2000 the Update Cycle will be in Administrative Notes, askLPS , and GOVDOC-L and DocTech-L. Note: No information packet will be mailed to depository libraries. June-July Depository libraries evaluate selections. July 31, 2000 Deadline for submission of all additions. Oct. 1, New selection profiles become effective. 2000 (Drops will be recorded and activated as soon as they are entered.) Update Cycle Online on the Web The 2001 Update Cycle will take place electronically on the Web. Libraries will be responsible for entering their own amendments to selections using the Web site "Amendment to Item Selections" on the FDLP Administration page at: . On this Web site, you will control the input, and the changes will be recorded instantaneously. You will need your depository library number and internal password to submit your additions or deletions. What If We Can't Access the Web? If your library does not have Web access, please contact: Joe Paskoski Yvonne Washington e-mail: jpaskoski@gpo.gov e-mail: ywashington@gpo.gov fax: 202-512-0877 fax: 202-512-0877 phone: 202-512-1698 phone: 202-512-1131 or Automatic Confirmation of Selections Automatic confirmation of the changes you input is a function of the Web application. In addition, if you enter your e-mail address along with your depository library number and internal password when filling out the online selection update form, an e-mail confirmation of your transactions will be sent to you. After October 1, 2000, libraries can verify their entire selection profile, including new additions and deletions, by using the Item Lister. (Drops can be viewed on Item Lister before October 1, one week after they are dropped via the Amendment of Item Selection Web form.) Item Lister can be found on the FDLP Administration web site at: . The Item Lister provides several options by which a library can view its selections and non-selections. Instructions Preparing for Your Library's Selection Evaluation In preparing to amend your depository's item selection profile for fiscal year 2001, please consider the following: * LPS requests that documents librarians conduct a zero-based review of the depository's current item selections by carefully examining the need for each item. * Librarians should not make their collection development decisions in a vacuum. LPS encourages cooperative collection development to ensure that all relevant items are available within a local area or region without unnecessary duplication of little used documents. * After consulting with other depositories, documents librarians should delete any items not actually needed to serve current or anticipated future needs of the public. If appropriate, a library should add relevant items needed by its clientele. * Regional libraries may choose a single format when an item is offered in both microfiche and paper formats. * Selective libraries must choose only a single format when an item is offered in both microfiche and paper formats. Depositories should select items at a level at least half the average rate of libraries of a similar size and type. Exceptions are made for depositories with a written collection development policy certifying that their current selection rate of tangible and electronic information products effectively meets public government information needs. At the April 2000 Depository Library Council meeting, Council endorsed GPO's redefining depository library size categories based on the 1999 Biennial Survey. Use the recently revised chart of selection averages to help determine your appropriate selection rate. (See Administrative Notes, v. 21, # 7, May 1, 2000, pp. 47-48.) Tools to Help Evaluate Your Selection Options Use the Item Lister on the FDLP Administration page to evaluate your depository selections. The Item Lister is located at: . The Item Lister is updated weekly (Thursday evening or Friday morning - the exact update time/date is on the results screen for each of the four Item Lister search options). Item Lister shows your current item selections and all of the items currently available through the Federal Depository Library Program. Your drops will be reflected in Item Lister the next week after you make them. Adds will be activated, and added to Item Lister, on October 1, 2000. * Consult the List of Classes in paper or download the file on the FDLP Administration page to aid in your evaluation of item numbers and titles. The electronic List of Classes is located at . * Check out the collection management tools available on the Documents Data Miner, a cooperative partnership between the Wichita State University, the National Institute for Aviation Research and the Library Programs Service, at . o New item numbers added to the list of item numbers available for depository selection, can be found in several locations: New item numbers not appearing in the paper List of Classes can be found in the "Update to the List of Classes, New Item Numbers" column in Administrative Notes Technical Supplement. New item numbers are added to the Item Lister and also to the Documents Data Miner each week. Weekly postings of new item numbers, discontinued classes, class corrections and other changes to the List of Classes are found in the WEBTech Notes database found on askLPS at . The Administrative Notes Technical Supplement database is also available on the Federal Bulletin Board at: . Passwords Each library is assigned a unique internal password for FDLP administrative functions, such as submitting the Biennial Survey, amending item selections, and updating the directory entry. All libraries also have an external password. It is used with external applications, such as special access to agency Web services (there is only one such application in place now - the Environmental Health database at . All passwords provided by LPS should be secured and only authorized users should be allowed to submit adds and drops for a library. If you lose your password, or you have problems accessing the system, please contact: Joe Paskoski at or Robin Haun-Mohamed at or Yvonne Washington at or by fax at 202-512-0877. Making Amendments to Selections Libraries notify LPS of changes to their selection profile by submitting their adds or drops on the "Amendment of Item Selections" form (see sample on page 7) found on the FDLP Administration page at: . You will need your depository library number and internal password to process your amendments. Internal passwords begin with FDLP followed by a series of numbers. Information on how to fill out the Web form and whom to contact are accessible by clicking on various buttons on the form. Automatic confirmation of your transactions will be e-mailed to you if you enter your e-mail address in the block provided. If you have specific questions or comments, please contact Joe Paskoski at or by fax at 202-512-0877. Reporting Errors Report errors or discrepancies in your selection profile to: Information Processing Unit fax: 202-512-0877 e-mail: ywashington@gpo.gov If you mistakenly delete an item number or select an item number that you really wanted to delete, you must contact LPS. Do not try to re-input the correct selection by entering another transaction on the "Amendment to Item Selections" Web form. Contact: Information Processing Unit fax: 202-512-0877 e-mail: ywashington@gpo.gov Suggestions for Making Amendments Changing Formats If you want to change from paper to microfiche for dual distribution items, LPS suggests the following procedure to reduce gaps in holdings: 1. Add the microfiche item during the update cycle. 2. Once the new selection is distributed in October, delete the paper item. For example, if a library wishes to change from receiving the Federal Register in paper to microfiche, add item 0573-D in June or July, for implementation in October. Then use the Web "Amendment to Selections" form to delete item 0573-C after you begin receiving microfiche copies sometime after October 1. Items Distributed to All Libraries Titles distributed under item numbers 0154-B, 0556-C, and 1004-E are distributed to all depository libraries whether your library selects these items or not. LPS will distribute other titles under these item numbers throughout the year if the informational content is deemed relevant to all depository libraries. Please do not drop these item numbers from your selection profile. Effective Dates Deletions If you have deleted item numbers for paper and electronic titles, LPS will stop shipping the publications within 72 hours of your Web transaction. You should not claim publications listed under these items on shipping lists dated after the date you submitted the deletion. Deletion of microfiche item numbers will take effect beginning the week after the amendment was submitted. Deletions can be submitted to LPS throughout the year. Additions Libraries will be able to make additions to their selection profile only during the Annual Selection Update Cycle (June 1, 2000 through July 31, 2000). All additions must be posted to the Web site by July 31, 2000. All additions remain pending until they are activated on October 1, 2000. Libraries will begin to receive new publications with shipping lists dated October 1, 2000 and after. Claims Do not base your claims for missing depository publications on additions made during this update cycle period until the first shipping list is distributed for FY 2001 (after October 1, 2000). If you do, the claims will not be honored. LPS will always indicate on the shipping list which selection update period governs the item distributions. Continue to claim from your 2000 selection profile during the update cycle period.