Managing Tangible Collections in an Electronic Environment

Oct 24, 1:30 pm

Copies of the slides. Considerable discussion of the tangible collections.

Two parts Suzanne [Talks too fast.] will talk about the tools and Cindy will talk about the others.

Future of Tangible Publications

• Distribution of tangible publications remains an important part of the FDLP.
• Depositories may wish to retain and provide access to a tangible collection.
• Need to include tangible publications in collection development and management plans.

Tools

• Basic Collection- differences between the basic, core, and essential. Basic is economic.

1. Federal publications that should be accessible in all depository collections.
2. Examples: Economic Indicators, CFR, Statutes at Large.
3. Must provide access to these titles
4. Determine if electronic or tangible access is best for your users

• Core Collection – adjusted list of titles. Based on your type of library. List is a few years old. Will be updated.

1. Developed by depository librarians
2. Depositories are not required to select but can be a useful tool for collection development
3. Being revised with development of new Handbook

• Essential Titles – Not required for selection.

1. Developed by GPO that contains important references. If in paper, from agency.
2. contain critical information about the activities of the U.S. Government or are important reference publications for libraries and the public
3. Developed using input provided by the depository library community
4. Will remain available in print for depositories as long as agency contuse to public in print format or if available through Sales Program in print format
5. Depositories are not required to select

• Superseded list – aid to identify obsolete material or dated before end of normal 5 year period.

1. Superseded material can be discarded without regional approval. List created in 2002.
2. Serve as guideline for type of material that can be superseded; not all titles that supersede are listed.
3. Not required to discard superseded material
4. Consider the needs of users and collection development policies
5. If retain superseded material, mark it as such. I.E. “Superseded” or “not current”
6. Apply guidelines when superseding titles not on list.

• Substitution list – works in a similar fashion to the superseded list.

1. Permits depositories to replace tangible versions with electronic equivalents
2. Electronic version must be complete official, and permanently accessible.
3. Material less than 5 years old may be substituted with regional approval.
4. Not comprehensive. List is just examples.
5. When substituting a title not on the list, follow the guidelines.
6. Consider user needs, usage patterns, research reuirements, and collection development policy when substituting an electronic version for the tangible. Make sure it is official and permanently accessible.

• CGP – Catalog of U.S. Government Publications generated since 1976 working on a retrospective collection back to the 1800s.

1. More than 500,000 records generated since July 1976
2. Online counterpart of the Monthly Catalog of United States Government Publications
3. Will eventually include records for publications dating back to the late 1800s
4. E-mail up to 20 catalog records at a time to yourself

• Needs and Offers – GPO has been maintaining on their web site.

1. Facilitates collection development
2. Offer gifts and weeded publications to other depositories
3. Locate copies of needed titles
4. Offers must follow regional disposal procedures and weeded publications. Offers to the regions first.

• WebTech notes – changes to publications. but in a searchable database format.

1. SuDoc class corrections
2. Changes to item numbers
3. Format changes
4. Title changes
5. Discontinued titles
6. New titles are also listed

• Documents Data Minor 2 – no discussion would be complete without data minor tools. You can filter your list to your selection tools. shelf list also. Also export files for local use. ddm2 talk with Nan. She is the expert. Her session will be tomorrow morning.
1. List of classes
2. Item selection profiles
3. FDL Directory
4. Shipping lists
5. MARC records
6. Superseded List
7. Able to export files from DDM2 for local use
8. Contains official data from GPO
9. Developed and Maintained by Wichita State University

Collection Development on the Desktop – these can all be found on the desktop.

• CGP: http//catalog/gpo.gov/
• Needs & Offers: http://www.access.gpo.gov/su_docs/fdlp/tools/needs_of/index.html
• WebTech Notes: http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.html
• Documents Data Miner 2: http://govdoc.wichita.edu/ddm2/gdocframes.asp
• Collection Development on the FDLP Desktop http://www.access.gpo.gov/su-docs/fdlp/coll-dev/index.html

Collection Development Policies

• Why a written collection policy is needed
• Elements of a collection development policy
• Regional and collection development policies

Policy should:

define the users

provide guidance for selecting and deselecting

assist with planning – if you have a good plan and there is a budget question, i.e. binding and commercial support, then you can say it is justified because it is in the plan. Maybe this is something the reference area doesn’t have. Cooperative storage areas is another planning tool.

helps with public relations

defines cooperative efforts

outlines service parameters - Sort of has a service parameters.

When you get into these items you think you all have them. Don’t put in secondary users on your web document because it isn’t a good marketing tool that someone is secondary. Are there areas you want to collect comprehensively or as an historical collection?

Policy Elements

Introductory section

• Mission – why are you there who are you serving and how are you going to do it. faculty staff and students, third congressional district. remote or onsite services? teaching research services?
• Generalizations – not collecting in this area.
• Primary and secondary clientele
• Programs supported by the collection – are you part of a developing area? Heath education center? other information?
• Community Profile – geographic area you serve. Look at the population: Age, diversity, income, education This will help you get to know your users; District characteristics business and industry, other libraries primary occupations, wired?

Policy elements

• Who selects? Do you share this with others?
• Offer suggestions. subject profiles. intensity of collection and formats. i.e. no cds anymore. I’m leaning toward electronic in this area. making online in this area… physical location – selective housing sites. separate unit.
• Selected housing sites. Signed memorandum of agreement (MOA) When receiving library is under the purview of a different director from the designated depository’s
• Sample in the Instructions (Exhibit H) – this can be edited.
• Termination Clause. Needs to be there. Often things don’t last forever. If the material can be accessed online maybe they don’t need the paper. Maybe you need use stats on other materials. Maybe they don’t need it but you do.

• Access
1. Catalog, indexes? What kind of online subscription services. You need to be aware what is in the subscription services. i.e. Ebscohost.
2. How you are going to provide service in the electronic environment

• Maintenance of the collection:

1. Weeding, superseding, binding, replacing.
2. How long term you have the collection.

• Anything of local concern?

1. historical, or multiple copies, non-depository pubs, collection evaluation methods? policy review?
2. Evaluate your collection. You don’t need to do this every year, but you need to reevaluate on a regular basis.
3. What do the changes in curriculum do to the collection needs?

Collection Development Policy for Regionals?

Same list for depository libraries but it must be available for regional libraries also.

Regionals now have choices on what they collect. There is some flexibility.

Policy is part of a larger whole

• Don’t have to have separate policy for depository collection if the policy is part of the library’s policy:
• Recognition of depository and obligation to serve the public need community profile. Statement of which collections the policy covers or mention any exclusions.

Collection Development Policy for Core Collection

• The policy that describes why the collection is maintained
• Who it serves
• Definition of a core title
• Criteria for selecting a title

Questions:

Collection policy doesn’t have to be exclusionary, only for federal. it can include state and local materials.

Old and valuable – should these be included in the collection dev policy?

Preservation of older materials housed in a separate location. Housed as part of a preservation collection.

Physically handling the collection. Start to do some weeding. If I don’t have most current, use wooden blocks and list or file folders to show. Create stamp that says newer version online.

Only the things in title 44 are set in stone. When you start looking at collection intensity levels.

GODORT Handout Exchange has sample policies. Also off the ALA GODORT page. There is also a supplement to the collection development program. Different types of policies some are general and others are more of a working policy for staff.

The new item selection profiling. What they are doing is gathering data on item selection profiling. going to new platform. They haven’t moved forward yet on the distribution and electronic selection will come later. Depository distribution system. One requirement is that the selection system will need to talk with the ILS.

How will it work? Tangible items a one to one item. Not creating new multiple items with one SuDoc number.

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GPO Online Services Open Forum

Oct 24, 10:30 am

Look at the new Browse topics and the FDLP desktop.

Barbara Miller, Oklahoma State. Karen from GPO.

Overview. If you are a contributor, and don’t have your article, in. Then do so. Everyone who is a contributor look at the site. Broad subject category, A-Z list, and search. Keyword should catch those who don’t know where they belong.

One thing it will do is if you are looking for an agency, it will populate the site with that agency.

Top at the right, ADA compliance by use of these icons. Screen readers also included. Overview of the site. navigation bar at the top most popular and most reviewed. People can turn in the site and turn in questions and a featured site that will be controlled by OK state. Newest site or what ever. Below that for contributors page. new listings and most popular so you can navigate there also.

You can add pictures. You will not need to know .html to contribute to the site, just cut and paste. Info about the site. Depository librarians. This is a high quality research tool.

Changes are that it is on the GPO server. Ok state will still be editing. They aren’t editing the page, because they don’t have time. In the future, when you upload a site, OK State will be able to check to see if everything works on the site. You won’t have to worry about typing in the html.

Look at a site. Solar Energy. Environment. Broad description and then we have 5 different links in solar energy.

Link to Department of Energy. Results will be populated in the environment, solar energy in A-Z, and Browse Topics. Users don’t understand the idea of executive agency so we need to explain it to them.

Info on Department of Energy [DOE]. Most contributors don’t update but info needs to be updated every 3 to 4 months. Some people do this religiously and others do not.

Site map. all the broad topics and the topics undertneath.

Privacy policy. general information. FAQs. feedback. you can submit your thoughts and it goes directly to GPO.

Federal depository locator. map. [Google maps.] So you can see where they are located. We can tell them where to get the information that is closer to their home base.

Contributors will get you back to the contributors page. Depository Libraries. Apply to be a contributor. Apply.

• Dates. Current contributors need to let them know by the 15^th of November.
• They will send a password and you can access the new site.
• The way to populate the site, each link needs to be included separately.

Once logged into the system you get expanded navigation tools. How-to guide. Like add a listing. View my listings. J Smith can see the listings they have included on the site.

Submit to OSU before it is uploaded to the site. To add a listing, as Section 508, very much like Microsoft word. Put in the link description and web site title.

Edit the old topic to new site. include information on the goal for the page and the sublinks to there can be .html or word documents. Completed the word documents rather than .html.

Current topic contributors. Those topics will be released. What do to with old topics?

Need a way to archive topics. New page only on new pages. December 1^st to release new topics at that time. Then they can find a topic. Another topic or update their topic need a release from the former contributor.

Please tell anyone who wants to help. On December 1^st. we need to get all the notes registered. Mid January it should be up and running. Will take a bit of time. Message system. If you want to send anybody a message who is in the system.

username is first initial last name. work against the clock. Content management system. php with a Microsoft database.

Q. Best practice example? It used to be preferred to have imbedded text blocks with solar energy.

A. Users want to see where it goes. The tool kit has a sample best practices. They want to work with the topic to see what. Images guidelines/ into the how- to guide. 150 by 150 pixels so there are some basic guidelines. copyright issues. Are agency images alright to use? As long as the image isn’t misused it will be all right. Coded for standards not for browsers. Ability to do the cut and paste, then contact GPO if unable to work.

Q. Link checking?

A. For the main site, they can check the main site but not links imbedded in the text.

A. from audience. These links on your site re: dead. Go to www.download.com zenu.

Q. Timeframe for when it will come out of beta. Current contributor.

A. Its not live but will go live January.

GPO would like to change the name of the site Browse Topics. Survey out.

The site is live, but not give the url out to the public. Survey up in about a week.

Do we want a Spanish language site?

State sites. Maps in the serial site. American memory that are helpful for teachers in the state.

FDLP desktop. reorganization.

Karen. totally in beta. Everything is up for grabs. See the same principles in browse topics but 800 by 600 mode. Different browser and tools there are various abilities. Upper right of desk. Everything is in xml. Trying to get into a magazine mode. mouse over tabs in the header.

Little is up at this time, very little real content and not FDLP management tools are yet into the new system. But can show you:

• Librarian of the year. Read about the nomination guidelines. search in the upper lefthand corner. search options any words, all words, exact phrase.
• Events will have calendar and events. Breadcrumbs also included.
• Publications are scattered and now trying to aggregate publications. FDLP screensaver.
• Popular news items and newest news items.
• Print, email or pdf. in the document on the right.

They are getting rid of the fdlp-l listserv

Instead, we will have to log into the site. You have to be logged into the system into add comments into the fdlp-l. This is only a demo and looking at how it will be integrated into the new site. personal email addresses. remove individual email messages to prevent spammers. Taking. Looking at getting rid of the fdlp-l . Need to know there is more info on the page

Q. When is the beta going to go live?

A. This is an early version of the site and they are looking to have it up and

running after the first of the year.

Q. Management tools need to go up. real-time chat also Can we save our searches?

A. Through the databases.

Discussions have real time chat interaction with your peers.

Q. Who will staff the chat at the GPO end? More like a bulletin board chat with rooms to go into.

Moderated chat or who happens to be on?

Q. The overwhelming headaches is the redirects.

A. They are using a content management system and the URLs are quite long and they are hoping to shorten them.

Q. Short URLs. is the URL available for preview? No not for a couple of weeks. Once it gets going, will send out link.

They will get rid of FDLP-l once the new site is up. Maybe, if it is no longer valuable.

And you may have to have your own rss feed to see the new information. Keep the old site up to cross-reference the old and new sites.

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Bruce James’ Plenary Session Oct. 22, 1 pm – 2 pm

Welcome to the 2006 Fall Federal Depository Library Council Meeting and Conference. Washington, D.C. [There appear to be about 500 people present. Chairs are set up with council surrounding the head table with Bruce James and Judy Russell.] Meeting called to order by Council Chair. Introduction of council members. Introduced Mr. Bruce James, the public printer, who announced his retirement. Has done a good job with the printers moved the GPO forward. Excellent staff. Provided a lot of direction for the GPO.

Bruce James

Thanks for the introduction. He missed wisdom. 8th opportunity to speak to FDLP. First in Reno Nevada. He is going back at the beginning of next year. It has been quite an experience to see people who attended the meetings. He introduced Carol Tullo from London who will also speak. He met at a dinner with Alan Weinstein, who hosted the dinner. What the major nations are out there doing about their documents. In Britain, our comparable agency is Her Majesty’s Stationery Department. They had been consumed by another office. Their office was being merged into the National Archives. James wondered if that might happen here.

Carol Tullo

She didn’t start out in public service but as a lawyer in private practice. She was asked by PM to help for three years in the Office of Public Sector and Information, what it’s doing and why it is merging with the National Archives. Over the last few months she has seen what is happening in the U.S. and in Britain. We actually share the same vision. We share the same language and same challenges. She is in charge of government information. 300 years ago, Her Majesty’s Stationery Office was asked to look after all government publishing. They have to be concerned with the whole government. She is concerned with one right owner of the information, one person who has the sole mission to ensure that people can access the government information. Part of the Stationery Office involved with printing should go into the public sector through contracting. HMSO is an independent office in the Public Sector Department with a UK focus. They don’t really differentiate what happens outside the government and within. There is a big push to recognize what is available and integrate the information. She thinks it is about 2/3 years away. It does seem that an industry and a service with print that they meet demands. She has public access fees designed to help with that access. Things change. People don’t buy the hard copies. Majority is online access. Real challenge is not just a replica on the screen, but how best to use the information. It is a challenging aspiration for the last 8 or 9 years. How are users getting the information and using the materials they access? And so they have to transfer funds into online access, anything that is freely published in downloadable form. They have a responsibility to deliver to the widest audience. It is an elevated stewardship of the information. In their beginning, they had about 2500 users a month, now about 15 million. Even divorce settlements are under her purview. This is almost mind blowing the responsibility. They need continuous access to the information. The knowledge is grown in government and the agency has to struggle to keep up with it. Merging takes place at the end of this month. She is working to have an effective link and strategy to do so. They do have copyright issues that need waiving for online access. Their copyright code is an NC in a circle. That tells who owns the authorship. We need to recognize the integrity of the document. We have to control every aspect of it. That is a shared vision and same focus as the GPO. She is hoping to absorb some of the same information as we seek.

Bruce James

It reflects what other governments are struggling with around the world. Carol brought up a subject the dividing of global and community information. We have a constitutional separation. National Government Publishers Association held meetings. Out of that session there was a strong interest in how we could work in concert with each other. Bring together congress and GPO and council to visit the issues. Even though we don’t have a structure to deal with that issue, we could find a way to do so. This needs to be explored. When I addressed you 4 years ago, I didn’t know much about libraries and government. I’ve learned a lot from you and congress. About the big issues in front of us. Could GPO be saved? It was a serious question. GPO was broke. Really a serious problem. Should GPO be saved? Executive branch said no longer needed. Listed a statement to divide up GPO. Question posed, what is the purpose of GPO? Was the word Frame preventing us from finding our focus. Had that purpose really gone away? Was it relevant in the 21st century? Could we get a consensus with all the parties involved on a 21st century mission? We needed Congress and publishing industry in the vision, the union employees in the vision. Could we have a shared vision of the 21st century? Could we redeploy those assets? Council asked, where will the money come from to pursue the new vision? That was the most important question, where would the money come from. If congress wasn’t going to help us achieve it, what assets did we have to do this? 4 years later, we are in a different position. We aren’t out of the woods, but he would say we have come a long, long, long way in a short period of time. Successful in creating a strategic vision. There was not a clear vision when we began, but he is amazed that we have gotten everyone on the same page. In the vision document that cause concern, but we all came together and council played a strategic role. They educated him about what the FDLP was all about. Our founding fathers felt it was most important for our government to be informed citizens and the government had a responsibility to inform the citizens. Everything that has come forward from that was through that. 1861 congress wanted to centralize it. No body was keeping track at that time. But the depository library system was began… not sure any country has anything similar to our depository system… you can either buy one to have for yourself or go to the depository library’s to see a copy. The library system, he came to understand that it protected the system of government. He was giving a speech and a question from the audience. How do you feel about gun control? Every citizen should have a gun to protect them from the government. Government is nothing but people. Bureaucrats, purpose is to loose track of everything else. (i.e. National Archives) well intentioned people who don’t understand the value of their actions. No one in Virginia does… Got a strategic vision and then got finances under control. Most of the money went into people. Reduced workforce by 30%. Worked with the unions and the people. Gave people an incentive to take early retirement. That caused them to go from red ink to black ink. Closed the bookstores. At the end of the day, we gave our managers and leaders power to predict results and manage results. We didn’t have that before. So we created the system to help them to make intelligent decisions. We now have our home …we are creating a profit, which is used to reinvest in GPO and in our people. We have added 300 new people to the organization. These are folks with interesting backgrounds, computer scientists. Roughly 2200 people are from the traditional role and we put 300 seasoned from the private sector to work along side the traditional. They worked well together and they worked side by side. They share their knowledge and skills. We now have the beginnings for a true 21 century workforce. Some of the best leadership is from the union leadership. They didn’t obstruct us, they were pushing us to work harder. GPO is a 150 year old organization. There has been technological change. Unions don’t see tech as an enemy, but a friend. They have been unbelievably supportive. James philosophy is to push decision making down to the lowest level possible. Flatten the organization. It used to be that James’ office was made about capital investments. Strategy training office. and they worked on where to send the money and the resources. Now, these are not top management but the deputies. They take the pot of money and split it up. They made a few mistakes, but they made 95% correct decisions. They had to live with their decisions. They will continue to make the decisions as to where to put the money. Because GPO was loosing money, they stopped spending money on training. 3/5% on training. $3 million in training. They began to address other things like partnerships, travel, etc. GPO had no partnerships. He started an Office of Innovation and Technology. A person at GPO and a person from the outside. They began to look at universities and the money spent there. Incredible work being done. We are building systems. Mike and him are working on the process. The efficiencies in developing metrics caused them to be more efficient and those funds are helping to pay the bills for GPO. As he moves on as public printer, he thought about those things we need to be thinking about and where GPO needs our support to see things through. FDLP program has been a one way street to move information from the government to us. He and Judy have noticed that there is a lot of information in the depository system. They need the information we have put back into the FDLP system. They need this flow of information back into the depository system. He comes to the point that the political system is afraid that the institution is apprehensive about the retrospective program. We need to work with Google and other private companies to digitize lost information. If GPO has all the information electronically, shouldn’t we have that information scattered around the country. Dumb question for industry and a good question for government. Printing is going away. It isn’t under the control of the federal government. Is that good enough? If we don’t have a solution yet, we need to think about it. At some point in the future, all information from the government will be electronic. Don’t know when, but we need to start planning. Can we stop progress of technology? We have to realistically come to grips. Printed documents that we should quibble over it but consider what we want. Can we keep a physical document in perpetuity? What does this mean and the implications? We have opportunities to do things differently than in the past and what it means? Where is the training coming from in the future? Real questions that we need to look at. How can you best help GPO. We wouldn’t be here if we didn’t want to help. He then thanked us for supporting GPO and himself . GPO has been the beneficiary of the support of the FDLP. Wonderful letters from library directors to congress in support for the GPO. Then support GPO for the new facility. 40 million is going down the drain. That doesn’t speak to the 100 of millions in assets. That is the money GPO is continuing to use to complete its mission. With that, thanks Bill as chairman. This is the best group that they have had. I know, I say that every year. Thanks (applause) This is a great experience. Thanks president for the opportunity to serve and he thanks his wife. It has been a life changing experience.

Questions

Q. C. Working with Google…how has your thinking evolved? A. J. What we had to do to change GPO in a political environment. Very complex, he used a business model. Is printing getting in the way…should we change the name? The energy and the hearings…Design about a new logo? Did he have to go to congress to get permission to change the logo? He didn’t know, he just did it. Congress is reluctant to go forward with our projects and we may have to throw our hats in with public sector because congress is too slow to make decisions if we want to get things done. Congress will not be interested in moving backwards if we don’t continue to move forward in the private sector. If we don’t go forward with the private sector, we may not get our goals completed. It is time to have these discussions again. Q. C. How would private sector handle retrospective collections… If a lot of pages are missing, if we have partners with a federated approach, historical information, electronic measures…it really will help with our searching. A. We need these discussions. Q. C. Welcomes this discussion. The expertise that is out there. include our non-profit partners out there with the federal reserve. Universities, bringing together these partners will in rich our information. Q. C. Who are three people I need to talk to? A. Won’t answer. He will share the names but he doesn’t want to limit the pool of people to just a few. Q. Penn. State Lib. Wrong that it has been one way from GPO to the FDLP. A. You weren’t listening to him. Maybe the federal government got more out of the relationship than the libraries but there is a whole lot of information in local libraries and state and regional libraries that need to be preserved and GPO hasn’t addressed this issue. Q. There are fugitive documents out there that need to be given to GPO but GPO has no vehicle to accept these documents. A. So, what have you got there? James is surprised at the amount of information out there that is regional or local in nature that needs to be preserved. It is just amazing how people are using government information. There is this treasure trove of information that isn’t in the system and GPO has all these people who come looking for this information. Q. Washington University. You met with a member of the Supreme Court… what did you talk about? A. He met with the chief justice and it was a small meeting and he found him to be even more charming than he is in the media. Obviously smart. They discussed a range of things. James brought up a change in the way people were accessing and using the information. Justice mentioned that established a relationship with some services because they have some issues there are many private sector publishers in the courts that might be threatened. They are working with the courts for some plans. He is seeing changes with the system beginning with the chief justice. Q. Shelley. GPO, legacy of the census. Can it be renamed? We have a hard time talking about funding from congress for it. A. Yeah a good idea…but a nightmare. All of us have a favorite name. Not a high priority. Once again, the money, to be consistent. But that doesn’t mean we don’t need congress to support us. A. use the word “operation” if front of it because congress funds anything with the word operation in front. Q. Tom Arlington. Can GPO be moved outside the Washington loop? A. They have to be able to reliably and predictably able to deliver information to congress without getting into traffic jams. How many sites in the DC area? looked at 23 sites. They won’t have trouble finding a site, but they have to be within the area. The functions of congress are mysterious in many ways. End. (applause) Continue reading →

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