Depository Library Council
Recommendations and Responses
April 13-15, 1981
San Antonio, Texas

RECOMMENDATION 1: In order to bolster the Regional depository libraries' capabilities to serve their state missions and in order to assure that Federal documents are available throughout the United States on an equal and expeditious basis, the Depository Library Council recommends that the Public Printer investigate the feasibility of requiring each state to prepare a plan to coordinate the Federal documents depository program within that state. The plan should be developed through consultation with all designated Federal depository libraries within the state and should address all depository responsibilities outlined in the Instructions to Depository Libraries as well as the concerns expressed through the Regional Depository Library Survey presented to the Depository Library Council at the first afternoon session of the Spring 1981 meeting.

RESPONSE: We recognize the diverse needs of individual states for effective Regional depository services, and, in some instances, more active selective depository support of those services. The Public Printer also recognizes that under current economic and budgetary pressures, a broader interpretation of Title 44, allowing states to cooperate more fully by sharing depository responsibilities, is needed at this time. Having had an opportunity to examine plans for depository service in Missouri and New Jersey, which entailed much work and careful thought about the special needs of those states, we feel that in states lacking Regional depositories, such as Missouri, or in states desiring to strengthen existing Regional depository services, as in New Jersey, these plans have genuine merit. Therefore, we wish to go on record as encouraging depositories in states that have need of such plans to undertake them. To assist in this, and to provide two approaches for creating such plans, we will distribute copies of the plans for Missouri and for New Jersey to all depository libraries.

RECOMMENDATION 2: The Depository Library Council recommends that the Public Printer review the forthcoming GODORT report based on the draft version presented to Council by the Committee on Regional Depositories of the Depository Library Work Group of the Federal Documents Task Force (ALA/GODORT) and include consideration of the Committee's findings in responding to Recommendation No. 1.

RESPONSE: A formal GODORT report on Regional Depositories was never received. However, GODORT has communicated to GPO its support of Council resolutions 1, 2, 4, 5, 6, 8, and 17, which deal with Regional depository problems and recommendations.

RECOMMENDATION 3: Inasmuch as Public Law 96-511, the Paperwork Reduction Act of 1980, places responsibility for Federal information resources management with the Office of Information and Regulatory Affairs within the Office of Management and Budget, the Depository Library Council requests that the Public Printer place the following resolution on record with the aforementioned Office: The Depository Library Council recognizes and appreciates the fundamental roles played by the Government Printing Office and the Depository Library System in disseminating governmentally produced information and making it freely available to the American people. Continued and unimpeded vigorous pursuit of these roles is vital to representative government and the democratic process.

RESPONSE: We have implemented the resolution. This resolution has been formally communicated by Mr. Sawyer to Mr. Stockman at OMB in a letter dated September 16, 1981.

RECOMMENDATION 4: 44 U.S.C. 1912 gives the Superintendent of Documents the authority to allow regional depositories to discard depository publications. Therefore, the Depository Library Council recommends that the Superintendent of Documents authorize that Regionals need only retain material for their Standard Federal Region (as described in the Directory of Federal Regional Structure) when that material is offered in a series by geographic breakdown (i.e., Flood Insurance Studies, Soil Surveys, Water Resources Data), with the following commitments:

• a. After five years material may be discarded after being offered to all Regionals and then publicized to selectives in those Federal Regions.

• b. All depository material retained, of the nature described above, must be made available on interlibrary loan to depositories nationwide.

• a. All material to be discarded (over 5 years old, in a series by geographical breakdown) must first be offered to all Regional libraries.

• b. After offering the material to the Regionals it must then be offered to selective depositories in that Standard Federal Region.

• c. Regionals entering into this agreement will provide depository materials relating to their Standard Federal Region on interlibrary loan to all depositories.

RECOMMENDATION 5: The Depository Library Council recommends that the Superintendent of Documents seek authorization under 44 U.S.C. 1914 from the Joint Committee on Printing to allow Regional depositories the option to receive selectively, publications for only their Standard Federal Region (as described in the Directory of Federal Regional Structure) when that material is offered in a series by geographic breakdown (i.e. Flood Insurance Studies, Soil Surveys, Water Resources Data), with the commitment that those publications must be made available on interlibrary loan to depositories nationwide.

RESPONSE: We have sought endorsement of the concept outlined in this resolution from the Joint Committee on Printing to allow Regional depositories the option of receiving selectively, publications for only Standard Federal Region (as defined in the United States Directory of Federal Regional Structure 1981/1982, page 1) when that material is offered in a series by geographic breakdown (i.e. Flood Insurance Studies, Soil Surveys, Water Resources Data, etc.). This concept was suggested in August 1981 for the distribution of Census Bureau Block Statistics paper maps. Distributing material to Regionals in this manner is seen as a positive economic move to reduce depository expenditures and assist regional depository libraries by helping to alleviate storage and retrieval problems.

RECOMMENDATION 6: The Depository Library Council recommends that when there is more than one Regional depository serving a state, the Superintendent of Documents allow those Regionals to arrange cooperatively for the receipt, service, and permanent retention of Federal Depository material.

RESPONSE: This resolution needs further review. We will provide a response at a later date.

RECOMMENDATION 7: The Depository Library Council requests that the draft revision of the "Guidelines for the Depository Library System" be printed and distributed as a supplement to the Administrative Notes for general comment.

RESPONSE: We will print and distribute the draft revision of the "Guidelines for the Depository Library System" as a supplement to Administrative Notes for general comment when it is completed by Council. The date for such distribution will be after this meeting, since the Council's Depository Library Systems Committee is still working in the draft.

RECOMMENDATION 8: The Depository Library Council recommends that the "List of Superintendent of Documents Classification Which May be Discarded" be adopted, printed, and distributed as an appendix to the Instructions for Depository Libraries no later than July 1, 1981.

RESPONSE: The "List of Superintendent of Documents Classification Which May be Discarded, or the Superseded List," was distributed on shipping list 16,343 on August 19, 1981. We wish to thank the librarians who compiled it: Anne Diamond, Clyde Hordusky, John B. Phillips, Janis Pivarnik, and Pat Sloan.

RECOMMENDATION 9: The Depository Library Council recommends that GPO consider the following list of documents from the List of Classes for conversion to microfiche-only format for depository distribution, and that GPO establish a priority from this list, based on cost-effectiveness to GPO operation. When other conversions of items to microfiche-only format for depository are being considered, the Depository Library Council recommends that it again be consulted as to the advisability and impact of the conversion on depository library functions. (See Appendix A for listings.)

RESPONSE: We appreciate the Council's recommendation of titles from the List of Classes for conversion to a microfiche-only format for depository distribution. Only one title, Military Standards, (D 7.10:-) did not fit the approved microfiche conversion policy guidelines and will remain in paper.

RECOMMENDATION 10: The Depository Library Council recommends that all publications offered in paper copy to the public in the GPO Sales Program continue to be offered for depository selection in paper copy, except when a title is included in the attached list of microfiche-only format (Appendix A). Appendix A: Listing of Documents to be Considered for Conversion to Microfiche-only Format (Council Resolution No. 9)

C 55.12: Federal Coordinator for Meteorological Services and Supporting Research (FCM series) 250-E

C 55.13: NOAA Technical Reports:

• --EDIS (series) 208-C-1

• --ERL (series) 208-C-2

• --NESS (series) 208-C-3

• --NMFS (series) 208-C-4

• --NOS (series) 208-C-5

• --NWS (series) 208-C-6

• --OOE (series) 208-C-8

C 55.13/2: NOAA Technical Memorandums:

• --EDIS (series) 208-C-4
• --ERL (series) 208-C-1
• --NESS (series) 208-C-2
• --NMFS (series) 208-C-3
• --NOS (series) 208-C-5
• --NWS (series) 208-C-6

D 103.24/4: Waterways Experiment Station: 334-A-7

Miscellaneous Papers (numbered)

D 103.42/8: Coastal Engineering Research 334-A-20

Center: Miscellaneous Reports (numbered)

D 103.53: Construction Engineering Research 335-A

Laboratory; Technical Reports

D 103.57: IWR Contract Reports (numbered) 337-B-3

D 210.8: NRL Reports (numbered) 407-H

D 210.15: ONR Report ACR-(series) 407-D

D 210.109: NORDA Reports (numbered) 407-G

D 301.45/46-2: Air Force Flight Dynamics 422-G

Laboratory: AFFDL-TR (series)

E 1.10: Conference (series) 429-E

E 1.16/2: Environmental Readiness Documents 429-HDOE/ERD (series)

E 1.28: Contractor Research and Development 429-T-4 Reports

E 1.30: Resource Applications RA (series) 429-T-7

EP 1.17: Solid Waste Management Series, SW 431-I-7 (numbered)

EP 1.21/9: Research Reports, National 431-I-68

Environmental Research Center, Las Vegas

EP 1.23: Ecological Research Series (numbered) 431-I-11

EP 1.23/2: Environmental Protection Technology 431-I-12 Series (numbered)

EP 1.23/4: Environmental Health Effects Research 431-I-23 Series (numbered)

EP 1.23/5: Environmental Monitoring Series 431-I-24 (numbered)

EP 1.23/6: Miscellaneous (numbered series) 431-J

EP 1.23/8: Interagency Energy-Environmental 431-I-62

Research and Development Reports (numbered)

EP 1.45: Comprehensive Planning Series 431-I-28

EP 1.78: Technical Reports 431-L-3

EP 2.26: Technical Studies Report (TS series) 431-A-8

EP 5.15/2: TSCA Chemical Assessment Series 431-B-7

EP 5.15/3: TSCA Economic Analysis Series 431-B-9

EP 6.10/3: Technical Note ORP/CSD (Criteria 431-I-13 and Standards Division) (series)

EP 6.10/4: EPA/ORP (series) 431-I-21

EP 6.10/6: Technical Note ORP/LV (series) 431-I-61

EP 6.10/7: Technical Note ORP/TAD (series) 431-I-61

EP 6.10/8: Technical Note ORP/EAD (series) 431-I-61

EP 6.10/9: ORP (Office of Radiation Programs) 431-L-13 Contract Reports

EP 6.13: Technical Reports 431-I-78

HE 20.4109: BRH/NERHL (Northeastern Radiological 498-B-5 Health Laboratory Series)

HE 20.4114/2: Report of the Division of Biological 498-B-11 Effects

HE 20.4310: FDA Medical Device Standards 499-L-2 Publications (series)

HE 20.4310/2: FDA Medical Device Standards 499-L-2 Publication Technical Report

FDA-T (series)

NAS 1.55: Conference Publication NASA CP 830-H-10 (series)

TD 1.109/13: Aircraft Accident Reports, Brief 982-I-3 Format U.S. Civil Aviation NTSB-BA (series)

TD 1.109/16: Report NTSB-AMM (series) 982-I-16

TD 1.112: Aircraft Accident Reports 982-I-9 (NTSB-AAR series)

TD 1.112/2: Special Investigation Report Series 982-I-9

TD 1.112/3: Railroad Accident Reports 982-I-11 NTSB-RAR (series)

TD 1.112/4: Railroad/Highway Accident Report 982-I-14 NTSB-RHR (series)

TD 1/112/5: Railroad Accident Reports Brief 982-I-19 Format NTSWB-RAB (series)

TD 1.116: Marine Accident Reports NTSB-MAR 982-I-21 (series)

TD 1.117: Highway Accident Reports 982-I-20

TD 1.117/2: Highway Accidents Reports, Brief 982-I-20 Format NTSB-HAB (series)

TD 1.118: Pipeline Accident Reports NTSB-PAR 982-I-10 (series)

TD 1.120: Special Studies NTSB (series) 982-I-23

TD 2.30: FWHA-RD Report (series) 982-G-11

TD 2.30/4: FHA Reports FHWA-TS (series) 982-G-19

TD 2.30/5: Report FHWA/PL (series) 982-G-21

TD 2.30/6: Report FHWA-HO (series) 982-G-29

TD 2.30/7: Report FHWA-OEP/HEV (series) 982-G-32

TD 4.32/6: FAA-EM Reports 431-A-20

TD 4.32/7: Report FAA-ED (series) 431-A-33

TD 4.32/8: FAA-EE Reports 431-A-20

TD 4.32/9: FAA-E Reports 431-A-25

TD 4.32/10: FAA-QS Reports 431-A-19

TD 4.32/11: FAA-AVP Reports 431-A-24 TD 4.32/12: FAA-C Reports 431-A-22

TD 4.32/14: Reports FAA-ASP (series) 431-A-29

TD 4.32/15: Report of FAA-AP (series) 431-A-28

TD 4.32/17: FAA-MS (series) 431-E-4

Y 3.N88:10 Report NUREG (series) 1051-H-2

Y 3.N88:25/ Contractor Reports NUREG/CR 1051-H-11 (series)

Y 1.4/1 thru 9: Public Bills and Resolutions 1006 (House and Senate)

RESPONSE: Resolution Number 10 listed several publications sold in paper with the recommendation that they continue to be offered in paper to depository libraries. Many documents in the GPO Sales Program, such as publications of a popular nature, reference works, and periodicals will remain in paper copy for distribution to depository libraries. However, under present Congressional guidelines, we must continue to review each document published in paper format as to its suitability for conversion to microfiche consistent with the policy on "Format of Publications Distributed to Depository Libraries".

RECOMMENDATION 11: The Depository Library Council recommends that realistic guidelines for the handling and storage of microfiche be developed by GPO and included in the "Instructions for Depository Libraries".

RESPONSE: We agree on Number 11, guidelines for the handling and storage of microfiche have been developed by GPO and will be included as an appendix in the revised "Instructions for Depository Libraries". Distribution of the appendix will be made to depositories after this meeting.

RECOMMENDATION 12: The Depository Library Council recommends that GPO's production of microfiche be done in a timely manner and that distribution be made with adequate finding aids. GPO should recognize that the depository function of availability is defeated if microfiche are unduly delayed or finding aids are difficult to use.

RESPONSE: Our production of microfiche is continuing to undergo enhancements making for more timely distribution with better finding aids.

Refinements to the Bill Finding Aid requested by the Council, were incorporated in the product in April 1981.

We will continue to monitor closely both microfiche and finding aids with an eye to possible improvements, and will continue to welcome suggestions from librarians.

RECOMMENDATIONS 13: The Depository Library Council recommends the inclusion of military specifications in the depository program in microfiche-only format.

RESPONSE: We have completed an economic analysis on the conversion and distribution of military specifications to a microfiche-only format. It Is our conclusion that this material will not be cost- effective in a microfiche format, due to the very low number of pages per specification.

RECOMMENDATION 14: The Depository Library Council recommends that GPO separate the item numbers for Congressional Committee Prints from the item numbers for Congressional Committee Hearings so that a depository library may select either series in either print or microfiche format.

RESPONSE: We have a problem with this resolution. After taking into careful consideration the cost factors involved with creating 84 new item numbers and resurveying libraries for Congressional material, we have decided against implementing this recommendation. We feel the costs to be excessive and resources would be better utilized distributing new material, previously unavailable.

RECOMMENDATION 15: The Depository Library Council recommends that GPO consider separately subseries within a class number and omit from microfiche conversion any title which in itself is unsuitable for such conversion.

RESPONSE: In order to more appropriately apply our distribution format policy to all titles, we will subdivide large series of documents by subseries within a class number. Any title which does not fall within the established criteria for conversion, will remain in paper. Such decisions are of vital concern and will be given careful consideration by the Library Division's new Classification Specialist.

RECOMMENDATION 16: The Depository Library Council commends the Government Printing Office on (1) the progress made to date toward the objective of providing a comprehensive master catalog of U.S. government publications and (2) the efforts which it has made toward defining a cataloging project which will provide the government publications user community with a comprehensive standardized system of access, both bibliographic and subject, to all government publications. The Council further commends GPO on its leadership role in this regard. The Council recommends that GPO continue to provide the leadership in (1) the coordination of input from other government agencies involved in this project and (2) the development of an overall master plan. The Council also recommends that the GPO give the highest priority to this vital undertaking, and that it provide a progress report on this project at the next meeting of Council.

RESPONSE: We appreciate the support evidenced in this Resolution and we are continuing to work towards this goal. A contract has been issued through NTIS to a private consultant which should get this project moving again. A meeting between the consultant and representatives of the scientific and technical agencies, GPO and Library of Congress, was held two weeks ago as a first step.

RECOMMENDATION 17: The Depository Library Council requests the further consideration of DARP for Regional and 100% selective depositories. We request that estimates be provided on the number of new cataloging records that would occur in the first and second year of an automated cataloging project, and an initial and recurring cost estimate for Regionals and 100% selectives planning to participate in the project.

RESPONSE: [See Response to no. 18]

RECOMMENDATION 18: The Depository Library Council requests that GPO continue its discussions with OCLC on DARP for less than 100% selectives, in particular to determine a method of providing OCLC with current item selection data so that holding symbols can be maintained and displayed with the OCLC cataloging records for Federal Documents.

RESPONSE: Resolutions number 17 and 18 both relates to DARP. We have been in contact with OCLC concerning continuing development on DARP. On August 18, GPO and OCLC representatives met in Columbus, Ohio, to further this effort. OCLC's position on this matter will be addressed by Chris Grabenstatter in her presentation tomorrow.

(Response to both 17 and 18 are the same)

RECOMMENDATION 19: The Depository Library Council requests that GPO ask OCLC to display GPO on the menu of truncated records, in the same way in which it displays DLC.

RESPONSE: We have implemented this Resolution. OCLC has begun a Project Initiation for securing the designation GPO on the menu of truncated records on multi-find search. It will appear much the same way that DLC currently appears on the system.

RECOMMENDATION 20: The Depository Library Council recommends that GPO continue to investigate the feasibility of creating a brief, temporary machine-readable record at the time the Shipping List is produced. We recommend that GPO use this information to create an interim finding aid, in the form of a monthly and quarterly cumulated list, to provide more immediate access to distributed but uncataloged publications. The cumulated lists should be arranged in SuDocs class order, including the title and item number, as well as providing alphabetical title, title key word, and item number indexes. Council further recommends that GPO discuss with OCLC the possibility of placing this temporary record in the OCLC data base and on the GPO tapes until the complete bibliographic record is provided.

RESPONSE: We recognize the value of a skeletal record generated at the time the Shipping List is compiled and made readily available to the library community. We have begun discussions regarding the matter in-house as well as with OCLC and L.C. Kay Baily will provide you additional information on this subject tomorrow.

RECOMMENDATION 21: In the interests of cooperative cataloging among government agencies, Council requests that GPO encourage NTIS to participate in LC's Cooperative Name Authority Project.

RESPONSE: We have been continuing our discussions with L.C. and NTIS regarding bibliographic control. A meeting was held and the two agencies exchanged Name Authority Project data. This item will be addressed by representatives from the agencies in their remarks tomorrow.

RECOMMENDATION 22: The Depository Library Council requests that GPO establish and publicize procedures to acquire, classify, catalog, and distribute expeditiously those publications which have been identified by depository libraries and have not been distributed by GPO or included in the Monthly Catalog. If GPO has any restrictions on material which they either will not distribute or add to the Monthly Catalog, these should be communicated to the Council and depository libraries.

RESPONSE: We agree with you on Resolution 22 and, a draft policy statement detailing GPO procedures for the acquisition, classification, cataloging, and distribution for publications not distributed by GPO or included in Monthly Catalog is being written. As soon as we have draft policy statements we will provide them for review.

RECOMMENDATION 23: Recognizing the difficulties of continuing the Monthly Catalog as a presentation of the complete data base of U.S. Government publications because:

• a. It has become too large to produce and to make available in a timely fashion;

• b. It has become too expensive for both the producer and the subscriber;

• c. It has become so unwieldy that it is less frequently used as a reference source; and

• d. It has become less used as a source of cataloging copy.

Council recommends consideration of the following options, among others:

PRINTED CATALOG OPTIONS

• a. Reformat the present contents of the Monthly Catalog to save space by presenting the records in paragraph form.

• b. Produce a printed catalog of abridged records, containing the following data elements: authors, titles, subtitles, stock number, SuDocs classification number, item number, series/report number, subject headings, collation.

Catalog to be issued in two sections:
• a. The Register, in which each month's new publications are arranged in SuDocs classification order and listed with full bibliographic data;

• b. The Indexes, which would include all of the currently produced indexes and brief bibliographic description consisting of the author, title, item number, pagination, series, report number, SuDocs classification number, and a reference to the record in Section A. This index section should cumulate throughout the year, with annual indexes cumulating up to a five-year period.

RESPONSE: We have been actively pursuing approaches for improving the Monthly Catalog. As a first step, we are evaluating a number of options regarding the reformatting of contents. Samples of these options are provided in your notebook. Implementation of any one of these will decrease the size and thus the costs associated with production.

A second step, will be to change the actual format in which Monthly Catalog is issued. Various microfiche options are under consideration.

[The Office of Superintendent of Documents issued a Policy Statement, 8/21/81, on "Format of Publications Distributed to Depository Libraries". The text is as follows.]

Policy.

Publications will be sent to depository libraries in either paper or microfiche format. Distribution will be made in microfiche rather than paper format, whenever possible, to minimize the cost of printing and binding and help alleviate space problems in depository libraries.

Documents published by Federal agencies in microfiche will be distributed to depository libraries in that format. Documents published in paper format will be reviewed for suitability for conversion to microfiche. Primary considerations will be the physical characteristics of a publication, the nature of its content, and its relationship to other publications. Consistency of format and maintenance of the usability of depository collections will be continuing objectives.

Types of publications which usually will not be converted to microfiche are:

a. Publications whose physical characteristics would make them unusable in microfiche or which would not be cost-effective to convert. These include publications containing 14 pages or less (unless one of a series when the series is already in microfiche); maps/foldouts or any publication that exceed the height of 11"; brochures and flyers; posters and charts; publications requiring updates and inserts (except cumulations): publications in which color or half tones are essential to use; publications having characters smaller than 6 point or containing a large percentage of illegible characters; publications using paper other than white; publications having continuous tone photo graphs; hand written documents; prints from office copiers.

b. Publications of a popular nature intended for the general public, the homeowner, senior citizens, etc.;

c. Standard reference works;

d. Periodicals in a magazine or newsletter style.

Scope

This policy pertains to all U.S. Government documents subject to distribution to Federal Depository Libraries.

Application.

a. This policy will be applied in the following manner, based on the way in which documents are issued:

(1) Serials. Serials are publications issued in successive parts, usually bearing a numerical or chronological designation, and intended to be continued indefinitely. A decision to distribute a serial in microfiche format will apply to all future issues. Serials may be divided into three categories:

(a) Monographic series. These are groups of publications related to one another by the fact that each item bears, in addition to its own title, a collective title applying to the group as a whole. Series may be numbered or unnumbered. Earlier numbers of numbered series will not usually be converted.

(b) Periodicals. These are dated publications is- sued three or more times a year. Conversion of a periodical will begin with the first issue of the volume or year.

(c) Semiannual, annual, and biennial publications.

(2) Monographs. Monographs are defined as publications complete in one part or a finite number of separate parts. An individual decision as to distribution format will be required for each monograph.

b. The Chief, Library Division, is responsible for the application of this policy. Exceptions to this policy may be allowed under provisions of SOD 52, Depository Shortages. Exceptions must be approved by the Chief, Library Division, or his/her designated representative.

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Originally input at Oklahoma State University