Home Page > FDLP Desktop > Administrative Notes > Nov. 15 - Dec. 15, 2005

Administrative Notes: Newsletter of the FDLP

Tribal College Libraries Join FDLP

Three tribal college libraries joined the Federal Depository Library Program (FDLP) in November 2005. The new depository libraries are at the Little Priest Tribal College (Nebraska), the Fort Peck Community College (Montana), and the Salish Kootenai University (Montana). They will receive primarily electronic government documents to serve historically underserved populations. The addition of these libraries marks a new direction and effort for GPO to expand the public's access to government information, and these libraries will serve as a model for other small libraries seeking to join the program. The libraries will also contribute new resources through interlibrary loan to the FDLP community and their patrons, such as Indian genealogy and tribal materials.

The dying words of Chief Little Priest, the last great Warrior Chief of the Winnebago Tribe, were “There is nothing more I can do for you, be strong, and educate my children.” Little Priest Tribal College library director, Gretchen Healey, was the first tribal college librarian to join the FDLP. Their library also functions as the Winnebago Public Library serving the sovereign nation of the Winnebago Tribe of Nebraska, who recently renamed themselves the Hocak (pronounced “Hochunk” Nation), as well as regional residents. Gretchen says that the new FDLP membership will provide the library with needed materials in a more timely manner.

Salish Kootenai College's D'Arcy McNickle Library also serves as the Tribal library for the Confederated Salish and Kootenai Tribes. It houses the largest collection of library materials on the Salish and Kootenai peoples in Montana. The Library Director, Carlene Engstrom, looks forward to promoting these new Federal resources to the college faculty and staff, the Confederated Salish and Kootenai Tribal Departments, and the Flathead Reservation at large.

Fort Peck Community College is located in the town of Poplar, Montana, the capitol of the Fort Peck Indian Reservation in northeastern Montana. It also functions as the Fort Peck Tribal Library. It has a mission to provide for the educational needs of the Indians, to preserve their unique culture, history, and beliefs, and to foster a sense of pride. Anita Scheetz, the Library Director, says “I am thrilled to offer government documents to our patrons…I would like to thank everyone at GPO for reaching out to the Tribal libraries.”

Montana's regional librarian, Jennie Burroughs at University of Montana, Missoula, took a keen interest in adding tribal libraries in her state. Jennie is excited about adding two new depository libraries in Montana. "These libraries and their outstanding librarians are a great asset to the FDLP and their communities. I look forward to working with them as they go through the process of becoming official depository libraries."

[ Top ]

GPO Chooses Digitization Compression Technology

GPO has selected Tiff Group 4 compression technology for bitonal (black and white) images for the national digitization and preservation of hard copy and/or legacy documents. GPO conducted extensive market research and testing and evaluated industry trends in its selection of this compression technology. GPO also considered opinions brought forth from the Meeting of Experts on Digital Preservation. Both NARA and the Library of Congress utilize this standard in similar capacities. Tiff Group 4 was developed by International Telecommunication Union (ITU) and is considered the standard lossless compression scheme for bitonal images. Lossless compression reduces file size without reducing quality. Applying Tiff Group 4 compression will decrease GPO's storage requirements and meets its requirements for the digital conversion of legacy documents.

[ Top ]

Last Shipping List Numbers for FY2005

The FY2005 Shipping Lists end with the following numbers:

Electronic 2005-0026-E
Microfiche 2005-0357-M
Paper 2005-0259-P
Separates 2005-0026-S

FY2005 numbering for microfiche was mistakenly continued after October 1, the end of the fiscal year. The last Shipping List with FY2005 numbering, 2005-0357-M, was shipped on October 31. FY2006 microfiche numbers began on November 1.

[ Top ]

Integrated Library System (ILS) Update

Work continues daily on the much-anticipated implementation of the integrated library system (ILS). Usability and beta testing of the Web-accessible Online Public Access Catalog (OPAC), named Franklin, were completed in August 2005. Many changes were made as a result of the testing. Work is now focusing on the “Other Catalogs to Search” feature, which includes searchable subsets of the database such as the Congressional Serial Set, periodicals, and Internet publications. Problems with this functionality must be resolved before going live. Locate Libraries and New Electronic Titles features should be incorporated into the OPAC in December.

The help screens and documentation are nearing completion. A security scan of the ILS was conducted and Information Dissemination (ID) staff is awaiting the final sign-off.

Library Technical Information Services (LTIS) staff are using the ILS. Cataloging is done in OCLC and records are imported into the ILS daily. Data cleanup and database maintenance is now ongoing. Staff are creating holdings and serial check-in records for all Essential Titles (other titles will follow). The database contains more than 500,000 records dating from July 1976, which will be accessible to the public through the online catalog.

[ Top ]

Administrative Notes Going Online Only as of January 2006

See “Communications Policy,” p. 5-6, for details. Online issues are available at http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html.

[ Top ]

Interagency Depository Seminar Announced for 2006

The 19th Annual Interagency Depository Seminar will be held in Washington, DC from July 31, 2006 through August 4, 2006. During the weeklong seminar representatives from various Federal agencies will present an overview of their information products and activities as they relate to Federal depository libraries. A preliminary list of participating agencies includes:

• Office of the Federal Register (NARA)
• Department of Homeland Security
• Bureau of the Census
• Department of Health & Human Services
• STAT-USA, Department of Commerce
• Science.Gov
• Government Printing Office
• GPO Access
• OPAC/CRM
• Serial Set (history/process)

Tours:

• Senate Library
• Library of Congress
• Government Printing Office
• Patent and Trademark Office

Additional participating agencies and tours will be announced during the coming months.

At the Interagency Depository Seminar, representatives from Federal Government agencies showcase their products and services. The seminar consists of presentations that focus on the content of and access to these products and services, interspersed with tours and question and answer sessions. It offers the opportunity both to acquire information and to discuss and exchange ideas with colleagues, agency representatives, and Information Dissemination staff at the Government Printing Office. The seminar, open to all depository library staff who would like to attend, will provide an opportunity for both new and experienced documents staff to review basic materials and learn about new products. Attendees with reference or public service responsibilities will find these sessions particularly useful. Attendance is limited to 60, so registration preference will be given to those outside the Washington, DC area and to those who have not previously attended the seminar.

[ Top ]

Communications Policy Being Developed
Preliminary Survey Results Compiled

In its efforts to communicate effectively with the depository library community, GPO's Information Dissemination (Superintendent of Documents) organization recently surveyed the depository libraries on the avenues of communication they use to access Federal Depository Library Program information. The survey took place during November, 2005. 392 returns were completed, for an approximate return rate of 30%. GPO thanks the respondents for their participation and for their many thoughtful comments.

Information Dissemination staff are using the survey results in drafting a communications policy. This policy will establish conditions under which postings via various electronic communication mechanisms are used to communicate administrative information and announcements to Federal depository library staff and others with an interest in GPO's information dissemination programs.

The Internet, e-mail, and innovative applications have brought new methods for GPO to communicate expeditiously with Federal depository library staff. Administrative Notes is no longer the only means to convey timely information about new or revised policies and procedures, publicize new services, make announcements pertaining to operational matters, or address questions from the depository library community.

In addition to Administrative Notes and the Technical Supplement (ANTS), GPO makes announcements via GPO-FDLP-L, posts announcements and answers to various electronic discussion lists, answers questions submitted through the online help system, and sends Really Simple Syndication (RSS) feeds of updates to the FDLP Desktop and What's New on the GPO Access home page (http://www.gpoaccess.gov).

GPO-FDLP-L Listserv

Eighty-eight percent of the survey respondents indicated that they subscribed to the GPO-FDLP-L listserv, which has functioned as GPO's official vehicle for communicating with depository libraries since November 2002. All depository libraries should have at least one staff member subscribed to GPO-FDLP-L.

To subscribe, go to http://listserv.access.gpo.gov/archives/gpo-fdlp-l.html, click on “Join or leave the list,” and follow the instructions.

GOVDOC-L

Eighty-six percent of the survey respondent said they subscribed to GOVDOC-L, and 14 percent said they did not.

RSS Feed

Only 16 percent of respondents said they used the FDLP RSS feed, and 84 percent said they did not. The RSS feed notifies users when a change is made to the FDLP Desktop.

WEBTech Notes

Sixty-two percent of the survey respondents said they used the WEBTech Notes database, which cumulates data from the Administrative Notes Technical Supplement. The fully searchable database, online at http://ww1.access.gpo.gov/gpoaccess/fdlp/tools/webtech.html, includes classification and cataloging changes, new item numbers, and other information pertaining to documents.

Online Help Service and Knowledgebase

Because of inconsistent terminology and lack of an official name for the online help service and knowledgebase, this question caused considerable confusion among the survey respondents. In addition, many respondents identified problems with both the help service and the knowledgebase, including searchability, comprehensiveness, and timeliness. Thirty-nine percent of respondents said they used the knowledgebase, and 59 percent did not.

Administrative Notes

Fifty-eight percent of the survey respondents replied in the negative to the question asking whether Administrative Notes could be discontinued, in favor of alternative electronic communication vehicles such as the FDLP Desktop and the GPO-FDLP-L listserv. Thirty-nine percent replied in the affirmative.

On the related question, whether Administrative Notes could be online only, and the paper publication discontinued, 43 percent replied in the affirmative, and 22 percent replied in the negative.

Paper distribution of Administrative Notes will therefore be discontinued in 2006. Each issue will be available online, at http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html, in HTML and PDF formats. The availability of each issue will be announced via GPO-FDLP-L.

Administrative Notes Technical Supplement

Sixty-six percent of the survey respondents replied in the negative to the question asking whether the Administrative Notes Technical Supplement could be discontinued altogether, pending development of other reports containing the same information. Thirty percent replied in the affirmative.

On the related question, whether Administrative Notes Technical Supplement could be online only, and the paper publication discontinued, 41 percent replied in the affirmative, and 30 percent replied in the negative.

The Administrative Notes Technical Supplement will continue to be published in paper as well as in online format through 2006, pending development of alternative products.

Training Opportunities

This survey identified several areas in which training initiatives could be undertaken to familiarize depository staff with new FDLP information products. The Information Dissemination staff will be working to develop training opportunities in 2006.

[ Top ]

Biennial Survey of Depository Libraries Begins Instructions

Schedule
The 2005 Biennial Survey of Depository Libraries is now live, and will run through December 31, 2005. All depository libraries are legally required to complete this survey.

Because of the approaching holidays, libraries are strongly encouraged to submit any questions about the survey and to complete the survey via the Web form as soon as possible.

Online Survey
The Superintendent of Documents is responsible for conducting the Biennial Survey of Depository Libraries. Required by Title 44, United States Code, section 1909, the Biennial Survey provides GPO with important information for administering the Federal Depository Library Program (FDLP).

All depository libraries should enter the answers to the survey questions using the Web application on the FDLP Desktop page at: http://www.access.gpo.gov/su_docs/fdlp/bisurvey/05survey.html

NOTE: After you enter your depository number in the text box provided and click on the “Access the 2005 Biennial Survey” button, the link to the 2005 Biennial Survey Web form will be on the bottom of the next page, below the Depository Directory Update Form.

A password is required to access the Biennial Survey form.

In preparing to answer the Biennial Survey, first print out and review the entire questionnaire and note your answers on the paper copy, as GPO requires the head of the library to review the accuracy of the data before it is submitted to GPO. Additionally, you should contact GPO with any questions you may have before any data is entered on the Web, as it will save you time as you enter the data.

Submit all of your Biennial Survey responses in one online session. Do not mail or fax your response to GPO.

NOTE: You have successfully completed the 2005 Biennial Survey when the following heading and statement appears at the top of the Web page after you click on the Submit button:

Biennial Survey of Depository Libraries, 2005.

Your submission has been accepted, thank you. The following is a summary of your responses.

IF you do NOT see this heading and phrase, scroll down and correct all errors and omissions. Every error is noted in red text. Then click on the Submit button again. Repeat the process if necessary until all errors are corrected.

Please do not skip questions. Answer all questions based on the library's current status, unless otherwise directed.

If your institution no longer wishes to remain a depository library, and you are answering “No” to question 1a. “Do you want to remain in the Federal Depository Library Program?”, answer question 1 only and follow the instructions on how to proceed.

In the Library Profile section, please provide the street address to which the public will be directed to use the depository collection. Do not include a separate mailing address. Please check the zip code carefully to make sure it is current, and provide zip plus four if possible. This information will be used to update the online and print editions of the Federal Depository Library Directory.

NOTE: If after making your Biennial Survey submission you discover that you have submitted some inaccurate information, resubmit the entire Survey. We will delete the earlier submission.

Contact Information

To request your password, get help with access, or to ask any other question about the Biennial survey, please contact the GPO online help service at: http://www.gpoaccess.gov/help/index.html

To ensure that your question is routed to the correct area, please choose the category Federal Depository Libraries and then, under the subcategory DEPOSITORY MANAGEMENT, choose Biennial Survey.

[ Top ]

Item Selection Update Cycle for FY2006 Begins December 1, 2005: Instructions

An opportunity to add item numbers to depository library selection profiles will take place in December 2005 and January 2006. From December 1 through January 31, depositories may make additions, which will take effect on April 1, 2006. The 2005 update cycle will follow existing procedures used for previous update cycles.

GPO recommends that libraries review their current selections in terms of their communities' government information needs and change their selections accordingly.

GPO strongly encourages libraries to select electronic information products whenever they are available, when they fit the library's collection plan for Federal Government information.

The Update Cycle period is the only time that items may be added. Items may be dropped at any time. Adds will not take effect until April 1.

The next Update Cycle is scheduled to begin in June 2006. Details will be announced via the
GPO-FDLP-L listserv.

Complete information and instructions on the Item Selection Update Cycle appears on the FDLP Desktop, News and Updates, at http://www.access.gpo.gov/su_docs/fdlp/index.html.

Instructions

Making Amendments to Selections

Libraries enter their amendments to selections using the Web site Amendment to Item Selections on the FDLP Desktop Web site at: http://www.access.gpo.gov/su_docs/fdlp/tools/amendment.html.

On this Web site, you will control the input, and the changes will be recorded instantaneously.

You will need your depository library number and internal password to submit your additions or deletions.

Contact Information

To report inputting errors, request your password, get help with access, or to ask any other question about the update cycle, please contact the GPO online help service at: http://gpo.custhelp.com/cgi-bin/gpo.cfg/php/enduser/ask.php.

To ensure that your question is routed to the correct area, please choose the category Federal Depository Libraries and then, under the subcategory DEPOSITORY MANAGEMENT, choose Annual Selection Update Cycle.

NOTE: If you mistakenly delete an item number or select an item number that you really wanted to delete, you must contact GPO. Do not try to re-input the correct selection by entering another transaction on the Amendment to Item Selections Web form.

Suggestions for Changing Formats

If you want to change from paper to microfiche for dual distribution items, GPO suggests the following procedure to reduce gaps in holdings:

1. Add the microfiche item during the update cycle.
2. Once the new selection is distributed in April, delete the paper item.

For example, to change the Federal Register selection from paper to microfiche, add item 0573-D in December or January, for implementation in April. Then use the Web Amendment to Selections form to delete item 0573-C after you begin receiving microfiche copies.

Items Distributed to All Libraries

Titles distributed under item numbers 0154-B, 0556-C, and 1004-E are distributed to all depository libraries whether your library selects these items or not. GPO will distribute other titles under these item numbers throughout the year if the informational content is deemed relevant to all depository libraries. Please do not drop these item numbers from your selection profile.

Automatic Confirmation of Selections

Automatic confirmation of the changes you input is a function of the Web application. If you enter your e-mail address along with your depository library number and internal password when filling out the online selection update form, an e-mail confirmation of your transactions should be sent to you. However, for your records you may want to print out and/or save the Web page confirmation that appears as soon as you hit the Submit button. When you save the file, change the file name extension from .cgi to .html to view the page in a Web browser.

Tools to Help Evaluate Your Selection Options

Tools to help evaluate your selection options are listed on the FDLP Desktop at: http://www.access.gpo.gov/su_docs/fdlp/tools/index.html.

Tools include:

List of Classes
http://www.access.gpo.gov/su_docs/fdlp/pubs/loc/2005_Apr_Oct.pdf

Administrative Notes Technical Supplement, Update to the List of Classes, New Item Numbers
http://www.access.gpo.gov/su_docs/fdlp/pubs/techsup/index.html

WEBTech Notes database
http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.html

Documents Data Miner
http://govdoc.wichita.edu/ddm/GdocFrames.asp

Documents Data Miner 2 (DDM2)
http://govdoc.wichita.edu/ddm2/gdocframes.asp

Effective Dates

Deletions

If you have deleted item numbers for paper and electronic titles, GPO will stop shipping the publications within 1-2 weeks of your Web transaction. You should not claim publications listed under these items on shipping lists dated after the date you submitted the deletion.

Deletion of microfiche item numbers will take effect beginning the week after the amendment was submitted.

Deletions can be submitted to GPO throughout the year.

Additions

Libraries will be able to make additions to their selection profile only during the Annual Selection Update Cycle (December 1, 2005 through January 31, 2006).

All additions must be posted to the Web site by January 31, 2006.

All additions remain pending until they are activated on April 1, 2006. Libraries will begin to receive new publications with shipping lists dated April 1, 2006 and after.

Claims

Do not base your claims for missing depository publications on additions made during this update cycle period until the first shipping list is distributed after April 1, 2006. If you do, the claims will not be honored.

GPO will always indicate on the shipping list which selection update period governs the item distributions. Continue to claim from your 2005 selection profile during the update cycle period.

[ Top ]

Message to New Mexico State Library from United States Senator Jeff Bingaman November 15, 2005

I am proud to participate in this celebration to recognize the New Mexico State Library (NMSL) as the recipient of the 2005 Federal Depository Library of the Year Award.

I would like to take this opportunity to congratulate Director Richard Akeroyd for his hard work in helping to attain this recognition. Richard, your devotion and commitment to the citizens of New Mexico are to be commended. Your outstanding accomplishments and contributions cast the highest reflections on you and the staff of NMSL.

The NMSL Federal Depository Library continually demonstrates extraordinary initiative and innovation in responding to the challenges that face many of the communities in New Mexico. By accepting the challenge to understand social and educational information issues, identify and define problems endemic with library services for those currently being underserved, and develop solutions to stimulate continuing education, the NMSL plays a significant role in helping to shape the future of our state.

Through the success of technologically advanced programs such as the implementation of the Digital Archive Project, New Mexico News Plus, and Docs on Wheels, the NMSL continues to exceed the goal of the Federal Depository Library Program to ensure accessible and accurate distribution of government information throughout the rural and urban communities of New Mexico. Their dedication to the scholarly and research needs of libraries, students, teachers, citizen activists, and federal/state government policy makers is a testament to their ability to excel in public service program leadership.

I was pleased to have had the opportunity to express my support on behalf of the New Mexico State Library to the Director of the Federal Depository Library Program, Judith Russell, during the selection process, and I am delighted to join with all of you now in recognizing it as the 2005 Federal Depository Library of the Year.

Sincerely,

Jeff Bingaman
United States Senator

Ric Davis, Acting Director of Library Services and Content Management; Federal Documents Librarian Laurie Canepa, with crystal award at Federal Depository Library of the Year reception, October 16, 2005

Dominic Saavedra on behalf of Senator Jeff Bingamin; Library Director Richard Akeroyd, with Federal Depository Library of the Year Certificate

[ Top ]

A service of the U.S. Government Printing Office.

Last update Date: December 16, 2005
Page Name: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad11_12_1505.html