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) --------------------------------------------------------------------- Library Programs Service Update American Library Association Midwinter Conference January 2001 [Handout] LPS Personnel Changes The Library Programs Service (LPS) has experienced some recent changes in work assignments among the managerial personnel. Vicki Barber, Chief of the Depository Distribution Division, has been detailed to the Superintendent of Documents' staff to assist in implementing the Integrated Processing System (IPS) in the Documents Sales Service. This detail is expected to last up to one year. Consequently, Colleen Davis has been detailed to the position of Chief of the Depository Distribution Division. Sheila McGarr has left LPS to become the director of the National Library of Education. As Chief of the Library Division, Sheila had management responsibility for the Cataloging Branch (CB), the Depository Administration Branch (DAB), and the Depository Services Staff (DSS). DSS includes the library inspection team, the responsibility for LPS publishing, and event planning for the annual Federal Depository Library Conference, the semi-annual Depository Library Council meetings, and annual Interagency Seminar. In order to cover these critical activities, Robin Haun-Mohamed has been named the Chief of DSS. The transition of the Federal Depository Library Program (FDLP) to a program that emphasizes the discovery, cataloging, and management of online publications has brought about many operational adjustments in LPS' work. During the past year LPS has experimented with an Electronic Collection Team. More recently, we have conducted two analyses of the impact of processing online publications on our operations. These efforts strongly suggest that operating effectiveness and service to the public can be improved through a closer coordination between CB and DAB staff. Therefore, Thomas A. Downing, Chief of the Cataloging Branch, has been named the acting Chief of the Depository Administration Branch. He will also continue as Chief of the Cataloging Branch. Finally, LPS is pleased to announce the addition of two librarians to our staff. In October, Martin Bokow joined LPS as a serial cataloger. From 1996 until joining GPO Marty was employed as a contract serials and monographs cataloger working at the National Oceanic and Atmospheric Administration Library. This month, Walter Zoller from East Carolina University became a Library Inspector. There is still one inspector vacancy yet to be filled in order to return to the summer 2000 staffing level in DSS. Dissemination/Distribution Policy for the FDLP LPS has completed two items that were discussed at the fall 2000 meeting of the Depository Library Council to the Public Printer (Council). These are the Superintendent of Documents' "Dissemination/Distribution Policy for the FDLP" (SOD 71, dated 1/2/01) and the related list of "Essential Titles for Public Use in Paper Format." These will be published in Administrative Notes and posted on the FDLP Desktop, GOVDOC-L and DocTech-L. At the fall 2000 Council meeting, the "Dissemination/Distribution Policy for the FDLP," was presented in draft form. Following the discussion at the meeting, and the suggestions that Council made for the policy's clarification, LPS staff has revised the draft, incorporating both Council's comments and input received as a result of posting the draft to GOVDOC-L. The new policy statement incorporates the substance and spirit of the discussions at Council. The related "Essential Titles" list contains titles of publications that GPO is committed to keeping available for selection in paper format as long as those titles continued to be issued in paper by the publishing agency. This list was initially derived from a title list included in the draft "Dissemination/Distribution Policy for the FDLP." During the process of working with the many suggestions for the list, LPS decided to separate the list from the policy statement. The rationale for this action is the expectation that the list of titles will be more dynamic than the policy statement, which should remain relatively fixed over a long period of time. LPS took suggestions from the depository library community for the new "Essential Titles" list, considering all suggestions received through November 15. Fifty-five persons sent suggestions, recommending 207 specific titles as essential for distribution in paper. Based on this input, LPS has expanded the "Essential Titles" list to 42 titles, including decennial census publications. Outreach The 14th annual Interagency Depository Seminar will be held from May 30 - June 6, 2001 at the U.S. Government Printing Office. The preliminary agenda and registration form appeared in the October 15, 2000 issue of Administrative Notes at . There are still slots available in the seminar. The registration deadline is March 13, 2001. The spring 2001 Depository Library Council meeting will be held April 1-4, at the Four Points Hotel Riverwalk North in San Antonio. The preliminary agenda and registration form will appear in the January 15, 2001 issue of Administrative Notes. Library Address Corrections Documents staff should review and correct their directory entry at as soon as possible. Entries in this database are used to produce the Federal Depository Library Directory. The next edition will be published in March and will be supplied to each Member of Congress and staff in the local congressional offices, as well as to all depositories. Correct library addresses are also necessary to prevent delivery problems and additional expense. FedEx Ground charges LPS an additional $5.00 per shipment box if there are any delivery problems resulting from incorrect library addresses. Recently LPS has been assessed numerous surcharges that were traced back to incorrect library zip codes. When your library's delivery address changes for any reason, such as temporary delivery locations due to a strike, library renovations, severe weather, zip code changes, etc., it is imperative to notify LPS immediately. Depository Product Update: Recent Additions to the FDLP Buy a Safer Car 2001: Valuable Information on: Crash Tests, Safety Features and Buying Tips. TD 8.2:2001002120, Item 0982-D-01 (Online) Crime in the United States. J 1.14/7:999, Item 0722 (Paper and Online) Healthy People 2010, Understanding and Improving Health, November 2000. HE 20.2:P39/4/2010, Item 0485 (Paper and Online) ID Theft, When Bad Things Happen to Your Good Name, Revised August 2000. FT 1.2:2000023276, Item No. 0535 (Online) Policy and Supporting Positions (Plum Book), November 8, 2000. Y 4.G 74/9:S.PRT.106-54, Item 1037-B (Paper & Online) 106-1 S. Doc., Proceedings of the United States Senate in the Impeachment Trial of President William Jefferson Clinton. Y 1.1/3:106-4/V.1-4, Item 1004-E (Paper) Report of the FDA Retail Food Program Database of Foodborne Illness Risk Factors. HE 20.4502:2001001417, Item 0495-B-01 (Online) Standard Occupational Classification Manual, 2000. PREX 2.6/3:2000, Item 0854-A-04 (Paper) Tiger/Census Tract Street Index, Version 4. C 3.279/2:DVD-TGR 2000-CTSI-V 4, Item 0154-E-01 (DVD) Shipping Lists Available Online Shipping Lists, beginning with lists for FY2001, are now available on GPO Access in PDF (Adobe Portable Document Format). PDF files for paper, electronic and separates shipments are available at . Since PDF documents can be printed as exact facsimiles of the original shipping lists that accompany depository shipments, these copies may be used to claim missing items following established claiming procedures. PDF files for microfiche shipping lists will be available in the future. Until then, the FY 2001 microfiche shipping lists will continue to be available on U.S. FaxWatch. The paper, separates, and electronic shipping lists are no longer available from U.S. Fax Watch. Only the new FY 2001 shipping lists are being converted to PDF--no retrospective conversions are planned. Paper shipping lists will continue to be sent to libraries in shipment boxes. The information on the shipping lists will continue to be available in dBase format from the Federal Bulletin Board located at . The Enhanced Shipping List Label Service, a partnership project between the State University of New York at Buffalo and the Federal Depository Library Program, will also continue to be available from . Serials Supplement: 2001 Issue The first paper issue of the Serials Supplement is expected to be published in early 2001. The Serials Supplement, which replaces the Periodicals Supplement, will consist of more than 1,000 bibliographic records representing serials currently published by U.S. Government agencies. Many of these records will contain URL/PURLs for online access to serial issues. The Depository Library Council concurred with a re-definition of serials to include resources issued once or more a year. This change has prompted a title change from Periodicals Supplement to Serials Supplement. Use of this more inclusive definition means the Serials Supplement contains several hundred more records than were included in the Periodicals Supplement, which had represented only serials issued three or more times a year. GPO Cataloging Guidelines Internet publishing by U.S. Government agencies has significantly influenced the development of national cataloging policies. In recent years GPO has established policies associated with computer files, linking fields, and collection level records for the use of GPO catalogers. These specific guidelines are accessible via the FDLP Desktop application at the GPO Web site. These and other changes to cataloging policies during recent years have prompted efforts to publish a revised edition of the GPO Cataloging Guidelines. Edits are now being made to approximately 200 pages of text. When completed, this edition of the Guidelines will be published online on the FDLP Desktop during the early part of 2001. GPO Papers Published, Presented The Cataloging Directorate of the Library of Congress (LC) recently sponsored an international conference entitled "Bicentennial Conference on Bibliographic Control for the New Millennium: Confronting the Challenges of Networked Resources and the Web." This conference included participants from the U.S. national libraries, several major university libraries, the British Library, the National Library of Canada, National Library of Australia, major commercial vendors, and distinguished faculty of graduate schools of library and information science. Thomas A. Downing, Chief, Cataloging Branch, was invited to participate and contributed a conference paper entitled, "An Initial Survey and Description of How Selected United States Government Libraries, Information Centers, and Information Services Provide Public Access to Information via the Internet." This paper is available at . This and other papers published at the conference site provide readers with insights into the challenges, policies, options, and methods used to identify and provide access to online resources. George Barnum represented the FDLP at "Preservation 2000: An International Conference on the Preservation and Long Term Accessibility of Digital Materials" held in York, England, December 6-8, 2000. The conference, sponsored by the British consortium Cedars, the Research Libraries Group, OCLC, Inc., and the Joint Information Systems Committee (UK), was preceded by a workshop on developments in the creation and use of metadata for digital preservation. George presented a paper, written in collaboration with former LPS Transition Specialist Steve Kerchoff, titled "The FDLP Electronic Collection: Preserving a Tradition of Access to United States Government Information." He was one of 17 speakers from around the world addressing all aspects of digital preservation. His paper focused on the unique challenges of preserving and delivering free and open access to official information. He shared the podium with speakers from the National Library of Australia, the British Library, the Koninklijke Bibliotheek (Netherlands), and the Government of Canada, among others. He will share the paper and his impressions of the conference in articles in Administrative Notes.