From jrussell@gpo.govSat Feb 10 08:36:15 1996 Date: Fri, 9 Feb 1996 16:11:55 -0800 From: "Judith C. Russell" Reply to: Discussion of Government Document Issues To: Multiple recipients of list GOVDOC-L Subject: FDLP Study: TASK 10B: NLM MEDLARS SYSTEM STUDY TO IDENTIFY MEASURES NECESSARY FOR A SUCCESSFUL TRANSITION TO A MORE ELECTRONIC FEDERAL DEPOSITORY LIBRARY PROGRAM (FDLP) PRELIMINARY REPORT: TASK 10B: ACCESS TO MEDLINE As part of the Study, a task force evaluated alternatives for including the National Library of Medicine (NLM) MEDLINE data, available as an electronic fee-based service, in the FDLP. This task force was led by Gil Baldwin, GPO Library Programs Service. This preliminary report of the task force is being made available for review and comment. Comments should be submitted by Tuesday, February 20, 1996, by internet e-mail to study@gpo.gov, by fax to FDLP Study at (202) 512-1262, or by mail to FDLP Study, Mail Stop SDE, U.S. Government Printing Office, Washington, DC 20401. ***************************************************************** TASK 10B: Evaluate alternatives for including the National Library of Medicine (NLM) MEDLINE data, available as an electronic fee-based service, in the FDLP. BACKGROUND MEDLARS is a computerized system of databases and databanks targeted to health professionals and medical libraries. It is operated by the National Library of Medicine (NLM). Users may search MEDLARS computer files to produce a list of publications (bibliographic citations) or to retrieve factual information on a specific question. Users of MEDLARS include universities, medical schools, hospitals, government agencies, commercial and nonprofit organizations, and private individuals. MEDLARS comprises two computer subsystems, ELHILL and TOXNET, on which reside over 40 online databases containing about 16 million references. ELHILL databases provide online access to information on a wide range of subjects relating to biomedicine. TOXNET (TOXicology data NETwork) is a computerized collection of files on toxicology, hazardous chemicals and related areas. MEDLINE (MEDlars onLINE), part of ELHILL, is NLM's premier bibliographic database covering the fields of medicine, nursing, dentistry, veterinary medicine, and preclinical sciences. Journal articles are indexed for MEDLINE, and their citations are searchable, using NLM's controlled vocabulary, MeSH (Medical Subject Headings). MEDLINE contains all citations published in Index Medicus, and also corresponds in part to the International Nursing Index and the Index to Dental Literature. MEDLINE contains about 7.2 million records with about 31,000 new citations added to the database each month. It indexes articles from more than 3,800 international biomedical journals dating from 1966 to the present. NLM is authorized by law (P.L. 89-941) and by regulation (42 CFR Chap. 1, Sec. 4.7) to charge fees to users of its specialized bibliographic services, including online access, or its information retrieval system computer tapes. There are several different rate structures for the MEDLARS databases. The one most applicable to the FDLP is a fixed-fee rate, available for organizations with many potential searchers. One fixed-fee, one registration, and one ID is established between NLM and the parent organization. The negotiated fixed-fee is based on NLM formulas about anticipated use patterns, and other costs. NLM is currently offering free access to four MEDLARS databases: three online AIDS databases, as well as DIRLINE, an online directory of health and biomedical resources of all types, primarily in the United States. NLM stills requires a registration process for use of these free databases. NLM does have an expanding Internet World Wide Web site. However, the head of the NLM Office of Public Information indicated that the NLM Web site is "mature" and would not expand to include more free publications. He said NLM has already identified the databases that it wants to offer free on the Web. One of these, an Aids Bibliography, is currently issued to depository libraries in paper. The others have no print or microfiche counterpart in the FDLP. FEDERAL DEPOSITORY DISTRIBUTION There are several publications either currently or formerly delivered to depositories in print format which have content included in MEDLARS. For example, MEDLINE includes the citations that are in the print Index Medicus, a very costly depository print title. The MEDLINE database also contains information in addition to what appears in the print Index Medicus. The following titles have been discontinued or transferred to NLM fee-based services and are no longer in the FDLP. The resulting in a cost saving to the FDLP, albeit with less information for the program, is noted: NLM Publications Annual Cost Frequency Media Discontinued or Savings** Dropped From the FDLP National Library of $757.89 Quarterly Microfiche Medicine Current (500 copies = Catalog $1.52 each) (last issued 1993) National Library of $7551.64 Quarterly Paper Medicine Audio Visual (461 copies = Catalog $16.38 each) (last issued 1993) Cancergrams $96,457.50 66 Paper (last issued 1992) (Estimated 500 per copies = month $192.92 each) Total Annual Savings $104,767.03 ** Based on GPO printing and binding costs times the number of selecting depositories, claims copies, and postage) On October 5, 1995, members of the Task 10 team and Jay Young, Director of Library Programs Service, met with top NLM officials to ascertain if GPO might establish an agreement with NLM to provide free access to NLM fee-based services for FDLP libraries. A number of issues were discussed, but most importantly for this task, NLM stated that it would not allow free access to the FDLP libraries for its fee-based services. It did indicate that fee-based subscriptions could be established for the FDLP libraries. DISSEMINATION ALTERNATIVES Alternative A Simultaneously drop traditional format NLM publications from the FDLP while substituting access to NLM fee-based MEDLARS system for depositories. GPO would purchase access to MEDLARS for depository libraries at a fixed-fee rate which would allow for unlimited searching for all its depositories, or a fixed amount or ceiling on online use could be arranged based on anticipated use patterns by libraries and other negotiable factors. Part or all of the cost for the depository access to MEDLARS could be met by immediately eliminating paper format distribution of some costly titles from the FDLP. Major NLM Titles in the FDLP and Also in NLM's Fee-based Online MEDLARS Service Current Major NLM Titles Total Annual Cost** Abridged Index Medicus $16,477.02 (monthly - paper) (607 copies = $27.15 each) Index Medicus $133,824.33 (14 issues per year - (730 copies = $183.32 each) paper) Cumulated Index Medicus $187,938.50 (730 copies = $257.45 each) Total Annual Savings $338,239.85 ** Based on GPO printing & binding costs x number of selecting depositories+ claims copies, and postage. Benefits This approach yields the maximum cost savings to GPO. MEDLARS is more timely than its print counterparts. NLM ensures that the historical information available through its online service is continually edited and updated. This prevents use of outdated or incorrect information that remains in the paper copies. MEDLARS contains additional information that is not distributed through the FDLP. Any additional costs to NLM for depository access are offset by the fee paid by GPO. Disadvantages/Problems Public access at or through depositories could impact NLM's revenue from its online services, even though GPO is paying NLM a fee for that access. To use the service effectively, depository libraries and users will need training that is not required to use the paper products. Alternative B Use a phased-in approach where traditional formats and online options will be offered as choices in the FDLP, with the elimination of the paper format to occur at a pre-announced date. If the Transition Plan for the FDLP is approved, the phased approach would have to be concluded by the end of FY 1998 since plan eliminates all dual distribution to depository libraries. Benefits This "parallel" approach will ease the pain of transition on the libraries. MEDLARS is more timely than its print counterparts. NLM ensures that the historical information available through its online service is continually edited and updated. MEDLARS contains additional information that is not distributed through the FDLP. Additional costs to NLM for depository access are offset by fees paid by GPO. Disadvantages/Problems It may be difficult to achieve short-term cost savings sufficient to offset the fees for online access with a transitional approach. Public access at or through depositories could impact NLM's revenue from its online services, even though GPO is paying NLM a fee for that access. To use the service effectively, depository libraries and users will need training that is not required to use the paper products. ISSUES TO BE ADDRESSED Impact of FDLP Inclusion on Agencies' Fee-Based Services The statutory and regulatory basis for NLM's information dissemination may operate at cross purposes to the public information goals of the FDLP. NLM is concerned that no-fee access via depository libraries would undercut their market. Fee-based information programs, where the agency must charge users in order to recover costs, are a barrier to participation in the FDLP. Mission of a Publishing Agency to Disseminate Its Information Dissemination of information to the general public through the FDLP is not viewed as a part of, or consistent with, the agency's information delivery mission to its primary customers. Although NLM has been willing to have its print publications available through the FDLP, it does not recognize a comparable obligation for electronic information. A clarification of law may be necessary to make it clear to agencies that laws directing agency information dissemination do not, unless specifically stated, eliminate the responsibility for participation in the FDLP. ***************************************************************** Judy Russell Comments should be submitted by Tuesday, February 20, 1996, by internet e-mail to study@gpo.gov, by fax to FDLP Study at (202) 512-1262, or by mail to FDLP Study, Mail Stop SDE, U.S. Government Printing Office, Washington, DC 20401.