ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program [ PDF version ] [ Back Issues ] --------------------------------------------------------------------- January 15, 2001 GP 3.16/3-2:22/02 (Vol. 22, no. 02) --------------------------------------------------------------------- New Dissemination/Distribution Policy Implemented The new Superintendent of Documents' "Dissemination/Distribution Policy for the FDLP" (SOD 71) and the related list of "Essential Titles for Public Use in Paper Format," printed below, have been approved and were put into effect on January 2, 2001. The policy statement and the list are important working documents for LPS staff to use in acquiring publications for the Federal Depository Library Program, and should result in a more predictable decision-making process. At the fall 2000 Depository Library Council meeting, the "Dissemination/Distribution Policy for the FDLP," which at that point included the list of titles, was presented in draft form. The discussions at the meeting resulted in several suggestions for clarifying the draft. Council recommended that GPO proceed with the policy (See Recommendation no. 5, Administrative Notes, v. 21, #16, 12/15/00). LPS staff incorporated the substance and spirit of the Council discussions into the final policy, as well as the input received as a result of posting the draft to GOVDOC-L. The expanded list of "Essential Titles for Public Use in Paper Format" contains titles of 42 publications that GPO is committed to keeping available for selection in paper format as long as those titles continue to be issued in paper by the publishing agency. In October and November LPS received comments and suggestions from the depository library community for the list. LPS received suggestions from 55 persons, recommending 207 specific titles as essential for distribution in paper. Only 105 of the 207 titles were recommended by more than one person. Of the 207 specific titles recommended, we added 22 to the "Essential Titles" list, including the open-ended category for decennial census publications. All of the other suggestions were also considered, with the following results: 1. Many of the remaining suggested titles and categories of publications meet the special conditions or needs categories identified in the policy statement, which states that publications in such categories will be distributed in paper. For example, military history titles are included in the "titles of historical significance" clause in policy statement part 4.(b). 2. Other recommended titles, such as the Survey of Current Business, are not specifically cited on the list because they are considered to be of "significant reference value to most types of FDLP libraries." 3. Some suggested titles did not address the choice between dissemination in paper or online. For example, there were suggestions to include titles that are currently distributed in microfiche. 4. The remaining suggested titles not addressed above will not necessarily be migrated to online dissemination only. They are, however, subject to being migrated to online format as funding or other circumstances change. SUPERINTENDENT OF DOCUMENTS POLICY STATEMENT EFFECTIVE DATE January 2, 2001 NO. SOD 71 Subject: Dissemination/Distribution Policy for the Federal Depository Library Program Overview. Information content remains the primary selection criteria for inclusion of U.S. Government information products in the Federal Depository Library Program (FDLP). Regardless of format, publications must conform to the definition in 44 U.S.C. Sec. 1901. Library Programs 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: how the product will be used, the specific characteristics of the online and/or tangible product, issues relating to permanent public access, and the cost of providing the material. As directed by Congress, the primary method of making publications available to the 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. Guidelines. Determination of the best method for making a product available to depository libraries is made at the time of notification and product selection. If additional information becomes available, modifications to the original dissemination decision may be made if feasible. 1. When a product is only available online, it will be disseminated in online format. 2. When a product is only available in tangible format, then LPS will distribute it in a tangible format. 3. 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 Web site. 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. 44 U.S.C. Sec. 1903. 4. If a product is disseminated to depository libraries online and a tangible format is available, the tangible product will also be distributed 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. GPO has identified a list of "Essential Titles for Public Use in Paper Format." When those titles are published in paper format they will be made available in paper for selection by depository libraries. 5. When a tangible product is to be distributed, the product will be distributed in the format issued by the publishing agency, except that 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. 6. LPS will not convert products that are issued solely in tangible print 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 or tangible electronic version are important factors. Scope. This policy pertains to all U.S. Government information products subject to dissemination/distribution to depository libraries. 44 U.S.C. Sec. 1901-1903. 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 Documents. This policy relates to and augments the policy established in SOD 13, Format of Publications Distributed to Depository Libraries, issued on August 22, 1983. It should also be used in conjunction with the January 2001 document entitled "Essential Titles for Public Use in Paper Format," published by the Library Programs Service. Document Terminology. Dissemination The act of making government information products accessible to depository libraries. Distribution Applying FDLP information and services to a tangible product and sending a tangible copy to depository libraries. Online Dissemination Applying FDLP information and services to an online product and announcing it to depository libraries. Online Format The product is published at a publicly accessible Internet site. Product A publication regardless of presentation media or format. Tangible Product Information conveyed on a physical medium. Tangible products may be in traditional print format, i.e., paper or microfiche, or in tangible electronic format, i.e. video, diskette, magnetic tape, CD-ROM, optical disk, or successor technology. 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 Services 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. Approved ___________________________ (Superintendent of Documents)