Government Documents Librarianship
Federal Depository Administration

Administrative Notes

• Administrative Notes includes information on new publications and services of the Government Printing Office as well as depository library processing information
• GPO Administrative Notes Text (UMich)
  • Excerpts of Administrative Notes as transmitted through GOVDOC-L, beginning with Sept. 15, 1995 issue
  • Cumulative index for keyword searching
• GPO Administrative Notes (GPO)
  • HTML (web) version of text with links to additional information
  • Begins August 15, 1996
  • Its Technical Supplement covers the status of individual government publication, addresses of the Library Programs Service, and changes in depository library designations
  • Web Tech Notes
    • Searchable interface to four sections of the Technical Supplement
    • Includes changes in depository item numbers, SUDOCS numbers, and formats; discontinued publications; new item numbers
    • Searchable by title, item number, SUDOCS number, shipping list number

Annual Selection Cycle Tools

• Amendment to Item Selections
  • Permits depository coordinator with authorized password to make amendments and deletions to the library's depository item number selections
• Documents Data Miner
  • Combines List of Classes, Union List of Item Numbers, Discontinued Item Numbers, and Depository Library Directory for collection development
  • List of Classes
    • Searchable by agency, item number, SUDOC class stem, title, format (paper, fiche, CD, electronic), and status (active/inactive)
    • Example: all CD-ROMS issued by the Labor Department
  • Depository Library Directory and Profile
    • Search depository libraries by name, state, and type (e.g. community college depositories in Michigan)
    • Provides depository number, name, location, and e-mail address of contact
    • Its selection from the List of Classes may be searched
  • Inactive and Discontinued Item Numbers may be searched separately
  • Session Configuration
    • List your own depository and then set a parameter for other libraries in your area (state, region, mileage range
    • Later List of Classes and click on item number in results to see which depository have it
• Government Periodicals on the Web from the University of Louisville and Auburn University
  • Alphabetical links to federal periodicals on the web
• GPO Administrative Notes Index
  • Search GPO Administrative Notes since Sept. 15, 1995 by keyword in title of publication
  • Includes discontinued notes, temporary suspensions, changes in class and item numbers
• Inactive Item Numbers
  • Lists item numbers discontinued through 1996
  • Arranged by item number with title, SUDOCS number, and notes
• Item Lister (GPO)
  • Access an individual depository library's selections by depository library number
  • Can create separate or combined lists of selections and non-selections
• List of Classes
  • Available depository publications arranged by SUDOCS number or agency
  • Identifies title, SUDOCS number, format, and item number
• Monthly Catalog of United States Government Publications (GPO)
  • Indexes federal government publications since January 1994 by title, year, SUDOCS number, item number, and GPO sales number
  • Links a title with federal depository libraries selecting that publication
• New Electronic Titles (GPO)
  • Browse publications by week and title
  • Includes hot link to web site, SUDOCS number, and item number
• Uncle Sam's Migrating Government Publications
  • Identify publication by title or SUDOCS number
  • Entry provides SUDOCS number, format of publication, and hot link to web version
• United States Government Manual
  • Browse Government Manual to determine agency responsible for subject of interest
  • Government Manual is also searchable by keyword; e.g. search "Medicare" for name of responsible agency
  • Title recommended by Jack Ralston for inclusion in this section
• Web Tech Notes
  • Searchable interface to four sections of the Technical Supplement
  • Includes changes in depository item numbers, SUDOCS numbers, and formats; discontinued publications; new item numbers
  • Searchable by title, item number, SUDOCS number, shipping list number
• SAMPLE PROCEDURES
  • Known Item Number - Discontinued?
    • Discontinued Item Numbers
    • You can also search Web Tech Notes since 1991 or GPO Administrative Notes since 1995 by the TITLE of the publication for discontinued and suspension notes as well as changes in item numbers
    • If it is discontinued, there's nothing you can do
  • Know Item Number - What Is It?
    • Check Documents Data Miner or Union List of Item Selections to identify title OR GPO Monthly Catalog using a fielded search by item number
    • Check Item Lister to see if your library has selected it
    • Access Amendments to Item Selections to make correction
  • Known Title Still Published?
    • Check Uncle Sam's Migrating Government Publications
      • May search by title or SUDOCS number; will indicate format or if discontinued
      • Source does not give item number
    • Check SUDOCS number of title in List of Classes
      • If title does not appear, it is no longer available
      • If title does appear, obtain the item number; check the item number in the Item Lister to see if your library has selected it and enter any changes into the Amendments to Item Selections
  • Select Publications by Agency
    • If not already apparent, search index to the United States Government Manual to identify the agency responsible for a particular subject
    • Check Documents Data Miner or List of Classes by agency or SUDOCS number to identify interesting titles; note item numbers
    • Check Documents Data Miner or Item Lister to see if your library has selected it
    • Access Amendments to Item Selections to make correction
  • Substitute Web for Paper?
    • Determine if on the web
      • Browse New Electronic Titles (GPO)
        • Browse publications by week and title
        • Includes hot link to web site, SUDOCS number, and item number
      • Check Government Periodicals on the Web from the University of Louisville and Auburn University
      • Check Uncle Sam's Migrating Government Publications if you don't find it on the GPO site
        • May search by title or SUDOCS number; will indicate format or if discontinued
        • Source does not give item number
        • Check SUDOCS number of title in Documents Data Miner or List of Classes to obtain item number
    • Check Item Lister or Documents Data Miner to see if your library has selected it
    • Access Amendments to Item Selections to make correction
• University of Michigan Notes
  • Depository Library Number is 0278
  • If UMich selects an item number and you are trying to locate it
    • First search MIRLYN via tn 3270 or telnet
    • If you don't find it, contact govdocs@umich.edu

AskLPS

• Inquiry form for depository document distribution questions
• Additional links to GPO staff, FAQs, and Web Tech Notes

Biennial Survey of Depository Libraries

• Survey held in November of odd-numbered years
• Includes questions about collection development, cataloging, public service and equipment
• Instructions and form for current year
• Statistics since 1997 in csv format

Blogs

• Depository Library Council Vision Outline [http://dlcvisionoutline.blogspot.com]
• Documents Center [http://www.lib.umich.edu/govdocs/rss.xml]
• Docuticker [http://www.docuticker.com/docuticker.xml]
• Free Government Information [http://freegovinfo.info/blog/feed]
• Government Printing Office [http://www.gpoaccess.gov/rss/fdlpnews.xml]
• Red Tape (GODORT-Michigan) [http://blog.lib.msu.edu/redtape/]

Collection Value

• Resources on Costs of Replacing a Federal Depository Library Collection (Depository Library Council)
  • Measures and methodology used by documents librarians in the past ten year
• Value of Current Recents
  • Per Melody Kelly e-mail of 11/20/01, 1% of item numbers=$1000

Deceased SUDOCS Numbers

• Discontinued titles arranged by the Superintendent of Documents Classification System
• Primarily unofficially "dead" numbers

Depository Library Council

• Members (1973+), minutes (1994+), Congressional testimony, meeting sites
• Recommendations of Council and their responses (1979+)
• Manuals and other publications

Depository Library Directory

• Federal Depository Libraries (GPO)
  • Search for depository libraries by 18 characteristics or a combination thereof
  • Includes institution, size, type (academic, law, court, etc.), state, city, Congressional District, librarian, date of designation
  • Data includes address, phone, fax, e-mail of librarian, eventually a link to its web site, and item number selections
• Federal Depository Libraries by Area Code or Zip Code (GPO)
  • Locate federal depository library by area code or zip code
  • Locate libraries holding a document listed in the Monthly Catalog, beginning 1994

Documents Data Miner

• Joint project of Wichita State University, National Institute for Aviation Research, and GPO
• Combines List of Classes, Union List of Item Numbers, Discontinued Item Numbers, and Depository Library Directory for collection development
• List of Classes
  • Searchable by agency, item number, SUDOC class stem, title, format (paper, fiche, CD, electronic), and status (active/inactive)
  • Example: all CD-ROMS issued by the Labor Department
• Depository Library Directory and Profile
  • Search depository libraries by name, state, and type (e.g. community college depositories in Michigan)
  • Provides depository number, name, location, and e-mail address of contact
  • Its selection from the List of Classes may be searched
• Inactive and Discontinued Item Numbers may be searched separately
• Session Configuration
  • List your own depository and then set a parameter for other libraries in your area (state, region, mileage range
  • Later List of Classes and click on item number in results to see which depository have it

Electronic Depository Library Program

• GPO announcement, technical guidelines and transition study
• Library community's response and ALA GODORT Ad Hoc Internet Committee Report
• Links to electronic document bibliographies

Electronic Only Sales Equivalents

• Catalog of items for sale from GPO in paper format
• Only includes publications distributed by GPO to libraries in electronic only format

Federal Depository Administration (GPO)

• Text of basic documents (instructions, manuals, preparing for an inspection)
• GPO Administrative Notes beginning August 15, 1996
• Laws governing the depository library program

Federal Depository Library Conference

• 1996 Proceedings
  • Government statistical policy, electronic check-in, Defense Technical Information Center are among the articles
• 1997 Proceedings
  • Articles include preservation and cataloging of electronic materials
  • GPO/Agency partnerships, National Criminal Justice Reference Service data base
• 1998 Proceedings
  • Articles include Documents Data Miner, electronic shipping lists, ERIC and NTIS web tests
  • GIS, electronic service guidelines, drafting a state plan and writing a self-study, creating a departmental web page
• 1999 Proceedings
  • Spatial data, DOE Information Bridge
  • CD v. DVD
• 2000 Proceedings
  • Public dissemination assessment, government scientific agency programs, historic cataloging
  • Documents displays, disaster plans

Federal Depository Library Manual - 2008

• Describes Library Programs Service
• Recommendations to depository libraries for collection development, cataloging, maintenance, and promotion
• Depository library inspections

GPO Electronic Archive

• Type permanent.access.gpo.gov into the URL box
• Search results show all of the titles which have been removed from agency web sites and are permanently archived by GPO
• Search results arranged by PURL number but data provides a history of the URL

GPO Library Programs Service Directory

• Directory of key contacts for depository libraries
• Name, office, address, phone, fax, and e-mail

GPO Sales Product Catalog (GPO)

• In-print sales publications
• Searchable by author, title, date, stock number, keywords
• See also its searchable catalog of sales products for Electronic Depository Sales Equivalents

GPO Shipping Lists (University of Denver)

• Lists publications sent to federal depository libraries beginning 1996
• Separate paper, microfiche, and electronic shipping lists identify title, item number, and SUDOCS number
• DBF version from GPO
• Alternative site at SUNY-Buffalo provides labels

Item Lists

• Item Lists (GPO)
  • Search depository library number to obtain a list of all GPO item numbers selected
  • Depository library numbers may be searched by name of library

Library of Congress Classification Outline

• Library of Congress call number arranges assigned to books and journals
• Divided by class and subclass

List of Classes

• List of Classes (University of Denver
  • Arranged by SUDOCS Number with a separate file by item number
  • SUDOCS number provides brief agency, title, item number, and format
  • Additions and Changes covers changes since 1995 by SUDOCS number and government author
• University of Michigan Selections
  • Sixteen Excel spreadsheets with item number, SUDOCS stem, selection decision, title, and location of uncataloged microfiche

Monthly Catalog of United States Government Publications (GPO)

• Indexes federal government publications since January 1994 by title, year, SUDOCS number, item number, and GPO sales number
• Links a title with federal depository libraries selecting that publication
• Renamed Catalog of United States Government Publications in July 2000

Needs and Offers List (GPO)

• Desiderada and disposal lists of federal documents from depository libraries
• Material usually free except for postage
• Search index to individual titles

New Electronic Titles (GPO)

• Browse publications by week and title
• Includes hot link to web site, SUDOCS number, and item number

Procedures Manual (Louisiana State University)

• Staff guide to processing depository boxes, circulation, microforms
• Student worker manual
• Public service guide

Registry of U.S. Government Publications Digitization Projects

• Database lists projects to digitize previously-printed federal government publications
• Searchable by keyword and browsable
• Launched in January 2006

Self-Study of a Federal Depository Library (GPO)

• GPO guidelines and the text of the form updated 1999
• Libraries may prefer to download the Microsoft Word version
• NOTE: self-studies require a written explanation as well as yes/no answers and checked boxes
• Includes hot links to related GPO instructional manuals
• Examples of self-studies appear in the GODORT Handout Exchange

State Plans

• Michigan State Plan
  • Organization of government documents depositories in Michigan
  • Responsibilities of depositories for collection, funding and service
  • Disposal procedures for depository documents
  • Michigan Council of Federal Depository Libraries
    • Membership, meeting minutes, and state plan
    • Depository publicity brochures, pros and cons of depository status
• Ohio State Plan

Substitutions List

• Official GPO data bases which can be substituted for a paper product

SUDOCS Humor

• SUDOCS Prayer
  • Classic poem written by Hal Hall in 1976
• SUDOCS Psalm
  • Found by Gwen Newborg
• Ten Reasons to be a Documents Librarian
  • Contributed by Beth Goble

Superseded Publications

• Superseded CD-ROMS (Univ. Memphis)
  • Retention guidelines for serial CD-ROMS
• Superseded Publications (GPO)
  • List of federal publications which may be discarded when superseded
  • Arranged by SUDOCS number
  • General instructions as well as a list of discontinued publications since 1992
  • Alternate version from the University of Denver

Web Tech Notes

• Searchable interface to four sections of the Technical Supplement
• Includes changes in depository item numbers, SUDOCS numbers, and formats; discontinued publications; new item numbers
• Searchable by title, item number, SUDOCS number, shipping list number

Quick Jumps:

Grace York, Coordinator, Documents Center
University of Michigan Library
Graphics by Sherry Piontek and Barbara Perles
Send comments and suggestions to govdocs@umich.edu

http://www.lib.umich.edu/govdocs/dlfed.html