Index 175

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Acknowledgements

For the last three years, many individuals have worked to produce this revision of the Federal Depository Library Manual. The editorial team is indebted to numerous practicing librarians and documents support staff members who have been particularly generous with their time and expertise. Their insights and excellent contributions were indispensable to production

.of this second edition. The Library of Michigan and its staff are particularly acknowledged for many resources, technical assistance and word processing contributions. Special thanks are extended to Margaret S. Powell for her expert editorial skills, not only for this edition but for the first edition as well.

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Editorial Team

Section Revisors

Duncan Aldrich
George Barnum
Myrtle S. Bolner
Gary Cornwell
Sarah Holterhoff
Barbara Hulyk
Patricia C. Inouye
.Margaret Jackson
Elizabeth A. McBride
Gail Nichols
Thomas Petersen
Margaret S. Powell
Carol Singer
Susan Tulis

. Production Staff
The Library of Michigan

.

Government Printing Office

Introduction

Those librarians who found the first Manual helpful have urged the preparation of a revised and updated second edition. As with the first edition, another purpose of this Manual is to provide guidance to new documents librarians and staff members unfamiliar with the Federal Depository Library Program. In no way, however, is the Manual intended to prescribe methods of operation. Suggestions and recommendations described in the following chapters can and should be adapted to individual needs in each library.

Several parts of the Manual had undergone revision since 1985 and were only slightly revised for this edition. The discussion of microfiche was based largely on information contained previously in the Instructions. While material on the Library Programs Service and documents bibliography has been considerably updated, discussions of collection development, technical processing, and helpful documents organizations have been completely revised. The Suggested Core Collections for academic, law and public libraries were subjected to a zero-based review and are current as of June 1993.

.Two chapters, "Maintenance" and "Electronic Publications," are new to the 1993 edition. One details ways to preserve the past and the other looks at ways to embrace the future. The chapter on maintenance summarizes information presented at workshops conducted at annual meetings of the American Library Association and at Regional Library Seminars during the last three years. Preservation techniques are suggested for paper and microfiche and a listing of considerations for identifying valuable and rare documents is included.

Within the past three years information in various electronic formats has been offered to depository libraries by the Government Printing Office. Because materials on CD-ROM or from electronic bulletin boards and online databases are in their infancy in the program, many policies and procedures are still being developed at this printing. The "Electronic Publications" chapter is a first step in providing guidance for acquiring, handling and offering access to these new products and services. This chapter will, undoubtedly, require revision again in the near future.

Obviously the Manual can never be considered finished, but must frequently be amended, revised and updated. Suggestions for improvements or additions are encouraged and should be directed to:

Chief, Depository Services
Library Programs Service (SLLD)
U.S. Government Printing Office
Washington, D.C. 20401

F. Anne Diamond, Chief Editor
Government Information Specialist
Library of Michigan

Chapter 1
Library Programs Service

Section 2. How and When to Contact the Library Programs Service .

Chapter 1 Library Programs Service

The Library Programs Service (LPS) is one of four organizations under the direction of the Superintendent of Documents. Its statutory authority derives from Title 44 of the United States Code (USC), Chapters 17 and 19, which describe the Cataloging and Indexing Program, the International Exchange Service Program and the Federal Depository Library Program.

The Cataloging and Indexing Program (44 USC 1710-1711) provides for bibliographic control of Government documents.

.

The International Exchange Service Program (44 USC 1719) allows for the official exchange of public documents between the United States and foreign governments. LPS administers the distribution component of this program for the Library of Congress.

The Federal Depository Library Program (44 USC 19) provides for the establishment and maintenance of depository libraries and the distribution of Government documents to those libraries for use by the public.

Administration of these programs involves tasks in six major functional areas which are reflected in the organizational structure of LPS: acquisitions, classification, format conversion, cataloging, distribution, and inspections.

.

Section 1 LPS Organizational Structure and Areas of Responsibility

LPS is comprised of two major organizational components: the Library Division and the Depository Distribution Division. Each division has its own area of responsibility as explained below.

The Director manages LPS and serves as the principal advisor to the Superintendent of Documents on program-related matters.

A. Library Division

1. Depository Services Staff

The Depository Services Staff (DSS) is responsible for areas that relate to the functioning of the Federal depository library system. While other units of LPS are primarily oriented toward the processing and distribution of publications, the focus of the DSS is on the functioning of the individual libraries and their relation with each other and with GPO.

DSS administers the designation and termination of depository libraries and changes of status of existing depositories. A primary responsibility of DSS is to monitor the condition of depository libraries, which is accomplished through periodic inspection visits and a Biennial Survey of the depositories. Information gathered from these efforts is contained in the PAMALA (Profile Administration Management and Library Analysis) series of databases maintained by DSS.

DSS responsibilities also include the publications of the Federal Depository Library Program, e.g., Federal Depository Library Manual, Superseded List, Instructions to Depository Libraries, Administrative Notes, etc.; continuing education efforts for documents librarians (workshops, seminars and meetings); and liaison activities between regional depository libraries and GPO.

2. Cataloging Branch

The Cataloging Branch serves as the national authority for cataloging and bibliographic control of U.S. Government publications. The Cataloging Branch catalogs Government publications received at GPO, according to the Anglo-American Cataloging Rules, second edition, 1988 revision (AACR II), and administers the automated database of the cataloging records. The Cataloging Branch is also responsible for directing the production and printing of the Monthly Catalog of United States Government Publications as well as production of the machine-readable GPO cataloging data on tape, which is available from the Library of Congress, Cataloging Distribution Service. The Cataloging Branch also produces the U.S. Congressional Serial Set Catalog.

3. Depository Administration Branch

The Depository Administration Branch (DAB) responsibilities include acquisition of Government documents in all formats, assignment of Superintendent of Documents (SuDocs) classification numbers, procurement of depository library microfiche, preparation of shipping lists, and maintenance of the Depository Distribution Information System (DDIS) profiles of the depository libraries and the Acquisition, Classification, and Shipment Information System (ACSIS). DAB also acts as the documents distribution agent to the foreign libraries in the International Exchange Service Program, on behalf of the Library of Congress.

DAB staff handle the acquisition of Government documents; determine the format of publications distributed to depository libraries (i.e. paper, microfiche, or electronic media), inspect LPS-produced microfiche for quality; assign SuDocs classification numbers and item numbers; prepare shipping lists, surveys, and item selection updates.

DAB staff also compile and publish the List of Classes, Inactive or Discontinued Items from the 1950 Revision of the Classified List, the GPO Classification Manual, An Explanation of the Superintendent of Documents Classification System, and the Union List of Item Selections available in microfiche, and are responsible for the production of the Cumulative Finding Aid for Congressional Bills and Resolutions. In addition, DAB staff respond to numerous inquiries from depository libraries on all issues under their purview.

B. Depository Distribution Division

The Depository Distribution Division performs all functions relating to the receipt at GPO and the shipping to depository libraries of U.S. Government publications.

The Chief of the Depository Distribution Division directs all functions relating to receipt, storage, allotment, and preparation for shipment of publications distributed to depository libraries. These activities include initial preparation of material to be distributed to depositories, shipping of the material, and supplying material claimed as unreceived by the depository libraries. There are two branches within the Depository Distribution Division: the Depository Processing Branch and the Depository Mailing Branch.

1. Depository Processing Branch

The Depository Processing Branch prepares and distributes Government publications, shipping lists, and other information to depository libraries. It also gathers and collates publications of the same series or item number, and coordinates contractor mailings of separate titles to depository libraries.

2. Depository Mailing Branch

The Depository Mailing Branch performs all tasks relating to distribution of publications to depository libraries, including packaging, wrapping, metering, and mailing. The Branch also maintains a supply of shipping labels for depository libraries and prepares address labels for items mailed in separate shipments. The Depository Mailing Branch also operates the "lighted bin system" which automatically allocates depository publications to selecting libraries via a tape derived from DDIS. Finally, the Depository Mailing Branch fills hardcopy, electronic, and microfiche document claims.

Section 2 - How and When to Contact the Library Programs Service

Depository libraries are required to submit their inquiries on a Depository Library Inquiry Form, GPO Form 3794 (see Exhibit J of the Instructions to Depository Libraries) via mail or fax.

The Depository Library Inquiry Form greatly facilitates LPS' ability to respond to the majority of questions submitted. Additional copies of the Depository Library Inquiry Form can be obtained by writing to:

U.S. Government Printing Office
Library Programs Service (SLLA)
Washington, DC 20401

Some problems or questions are not suitable for the Depository Library Inquiry Form and should be handled differently:

1) Certain questions or services (e.g. obtaining copies of missing shipping lists) are best handled at the local or regional level. Depository libraries should contact a local or regional depository library if available, instead of contacting LPS.

2) Complex problems should be addressed to the specific unit within LPS that deals with that area of responsibility. Correspondence directed to LPS should always include the depository library number, business phone number, fax number if available, and best time to call.

Contact points within LPS for specific areas of responsibility are listed below:

Library Programs Service policy

Director
Library Programs Service (SL)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1114
Fax: (202) 512-1432

Federal Bulletin Board

(202) 512-1397
Sysop: (202) 512-1126

Acquisitions, all formats
Automatic/Direct mail
Inquiry forms

Acquisitions and Inquiry Group
Library Programs Service (SLLA)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1063
Fax: (202) 512-1636

Administrative Notes
Biennial Survey
Inspections
Depository and regional depository responsibilities
Depository designations or operations
Federal Depository Library Manual
Instructions to Depository Libraries
Superseded List

Chief, Depository Services
Library Programs Service (SLLD)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1119
Fax: (202) 512-1432

.Microfiche

Micrographics Control Section
Library Programs Service (SLLA)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1060
Fax: (202) 512-1636

GPO cataloging policy
Monthly Catalog
GPO Cataloging Guidelines
GPO cataloging tapes
U.S. Congressional Serial Set Catalog

Chief, Cataloging Branch
Library Programs Service (SLLC)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1121
Fax: (202) 512-1432

Classification
An Explanation of the Superintendent of Documents Classification System
GPO Classification Manual

Shipment Control and Administration Group
Library Programs Service (SLLA)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1063
Fax: (202) 512-1636

Inactive List
Item surveys
Item selection update
List of Classes
Shipping lists

Shipment Control and Administration Group
Library Programs Service (SLLA)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1153
Fax: (202) 512-1636

Claims

The library must follow the claiming procedure outlined in Chapter 3 of the Instructions to Depository Libraries and in Administrative Notes. If the library does not receive a claim response within four weeks, then the librarian may inquire about the claim by submitting the Depository Library Inquiry Form. (Do not submit a second claim.)

Claims may be submitted by fax at (202) 512-1429.

Unusual claim problems (any format)

Chief, Depository Mailing Branch
Library Programs Service (SLDM)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1007
Fax: (202) 512-1429

Chronic distribution problems
Missing or delayed shipments

Chief, Depository Distribution Division
Library Programs Service (SLD)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1014
Fax: (202) 512-1429

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Chapter 2
Collection Development

C. Law Library

.

Chapter 2 Collection Development

Developing documents collections is one of the most important responsibilities of depository librarians. Guidance in this area can be found in Chapter 2 of the Instructions to Depository Libraries and in the Guidelines for the Depository Library System (Appendix C of this Manual). In these documents you will find:

1) The basic list of titles which ought to be available in all depositories;

2) The requirement that each depository acquire essential Government and privately published catalogs and indexes, both retrospective and current;

3) The obligation to select useful materials appropriate to the objectives of your library and to the needs of the larger community and Congressional district that you serve; as well as

4) the requirement that you coordinate your selections with other depositories to insure adequate availability of Government information in your area.

At one time Section 4-5 of the Guidelines specified: "Selection of at least 25% of the available item numbers on the Classified List is suggested as the minimum number necessary to undertake the role of a depository library." In 1987, at the recommendation of the Depository Library Council, this section was substantially revised. The section now reads: "Depository libraries, either solely or in conjunction with neighboring depositories, should make demonstrable efforts to identify and meet the Government information needs of the local area." One way for depositories to make a "demonstrable effort" is through the "formulation and implementation of a written depository collection development policy" ( Instructions to Depository Libraries, p. 4).

.Section 1

Developing a Policy Statement

With over 7,000 depository items available for selection, a clear policy statement provides needed guidance in making individual decisions and requires a depository to think through what has been collected, what should be collected, in what depth, and why. Newly designated depositories have much to gain from an actual statement of their guidelines and policies. For established depository collections, a written collection development policy may codify and formalize an already working arrangement as well as become a vehicle for a critical review of practice. For all depositories, patron questions about the receipt or non-receipt of publications from a particular agency can be answered more easily with a clear, well thought-out, written collection development policy.

A written collection development policy also provides guidance for the continued selection of publications for the collection. The selection process no longer needs to be a "seat of the pants" operation but can be done within the framework of a previously worked-out guide. The result should be a more consistent and integrated collection of materials arriving in the depository shipment boxes. A written policy also aids in assuring the continuity and balance of a collection. A new documents librarian, for example, can quickly grasp both the nature and scope of the depository collection as well as the reasons for selection decisions.

.When changes to the selection profile are necessary or desirable, these changes can be made against the background of an existing selection policy. Policy changes, whether reflecting a new librarian's philosophy or an alteration in emphasis of the public served by the collection, should be a logical outgrowth of an earlier collection development plan.

The process of constructing a collection development policy also helps the library to develop new, and understand existing, priorities. Many areas of high and low emphasis are immediately evident; others are not so obvious and only become evident through such a process. It is clearly advantageous to have all such priorities available for examination and criticism.

Finally, all libraries collect materials within the context of other resources available to users. A library's documents collection should be complementary to other libraries within the geographic area, as well as to its "parent" library. An established, written collection development policy can enhance this complementary function by helping to pinpoint both unnecessary overlapping or existing gaps in coverage.

.A. Depository Responsibilities

A library, whether public or private, academic or special, must serve the information needs of its users. The first question to be asked when selecting or rejecting a depository item is whether or not patrons will need or use the material. While all libraries focus their collection efforts on their primary clientele, depositories also have another group of patrons--the general public. In the case of depositories, the general public is statutorily defined in terms of a Congressional district.

Documents received by depository libraries are not gifts, but are distributed at Government expense so that citizens may be informed of their government's activities. Providing public access to Government information is the rationale behind the Federal Depository Library Program.

When a library accepts depository status, it also accepts the responsibility to be a Government information bank for the residents of a Congressional district, as well as for the library's existing public. This responsibility extends to special as well as general libraries, and the responsibility becomes particularly great when there are no other depository collections close by.

The collection development policy should specifically mention the Congressional district to be served. Some statement should also be made that the library realizes its responsibility to meet the needs of the population of the Congressional district or relevant region.

.1. Understanding User Needs

While there is an inevitable element of crystal ball gazing when predicting information needs of library patrons, depository guidelines require that libraries make "good faith efforts" to identify user information needs in their area. Such efforts can include compiling basic demographic information such as age, race, language, income and educational level, etc., about the area being served.

As a large portion of depository use is for business rather than personal interest, an economic profile of the area is also extremely important. Congressional districts which are heavily agricultural will have much different information needs from districts which are primarily urban with a mix of light industry and retail trade. In academic and special libraries, information on various subject specializations and specific user groups can also be obtained. Polling neighboring libraries and other organizations is another way to make a demonstrable effort to determine existing and projected user needs.

More formalized user needs studies can also be undertaken. Examples of such efforts can be found in titles listed in "Sources for More Information" at the end of this section. Through these or other methods, depositories should seek to identify who their current and potential users are and what they are likely to require. Smaller depositories have a particular responsibility to make sure that their focused collections can satisfy community needs.

2. Availability of Other Resources

An individual library's collection is only one part of a much larger information bank. Cooperation and coordination among the custodians of Government information are essential to the efficiency and effectiveness of the Federal Depository Library Program.

Each library should take into account the strengths and weaknesses of other nearby depositories, for retrospective materials as well as for current items, and incorporate this information into its collection development policy. The collection of a public library documents department close to a university library that has been a depository since 1895 will be quite different from that of one in an isolated small town.

Depositories are encouraged to be aware of neighboring collections and to actively coordinate item number selection to provide the best coverage of Government information for their Congressional district. Such cooperative arrangements should be delineated in the collection development policy. Many states have also developed a written state plan for documents which can provide overall guidance on collection development issues. Copies of existing state plans are available from either GPO or your regional library.

3. Local Considerations

Internal factors of space and budget inevitably affect the extent of any documents collection. Your ability to buy and house a back run of Agriculture Decisions, for example, might influence your decision to select the current issues of that title. It might be better simply to refer patrons to another library where the whole run is available. Even if you are fortunate to obtain a back run for the cost of postage from a library discarding the set, there are other costs to be considered: staff time for requesting and processing the materials, the cost of shelf space and maintenance, and the cost of providing additional, expensive index access. In an era of increasing reliance on electronic resources, the library's ability to provide necessary hardware, software and technical expertise is also a consideration in collection development decisions.

B. Writing the Policy Statemen

After considering user needs, local resources, and your library's individual goals and situation, the next step in preparing a collection development policy statement is to prioritize the subject areas to be acquired. A simple list of subjects your library will collect is usually not sufficient. A policy establishing priorities among areas to be collected will determine the depth of collecting in each area.

Collection levels might be light in areas in which your patrons have no interest and exhaustive in areas of high interest. In areas with the highest priority, you would acquire everything available, regardless of age, type, amount, or format. In between will probably be a great many areas where you need some but not all of the materials available.

Subject areas should be ranked by the importance they have to the library users. Selection decisions should also be guided by the basic list of titles in the Guidelines and the core collection list in Appendix A of this Manual.

.1. Agencies and Subjects

In dealing with Government publications, you will need to think in terms of agencies more often than subjects, as that is the way the List of Classes is organized and the way the item numbers (units of selection) are established. The item cards will give you useful explanatory information, but if you are unsure of the kind of publishing an agency does, check the description of the agency in the United States Government Manual. From the description of the agency's mission you can often determine the range of subjects covered in its publications.

2. Format

With increasing frequency, you must choose not only whether or not to receive an item but also whether you want it in microfiche, paper, or electronic format. Little-used but voluminous material (such as the Congressional bills) make good microfiche selections as they save shelf space and are not inconvenient to use. Microfiche is also less expensive for GPO and the issuing agencies to produce. It is usually best to provide paper copy for frequently consulted material, bibliographic tools, and heavily used reference volumes.

Microfiche selections require the availability of reliable readers and reader-printers. The choice of electronic format requires consideration of the need for technical expertise for both patrons and library staff as well as availability of appropriate hardware and software. The possibility of cost sharing for telecommunications charges and other fees may also become an important concern in selecting electronic information sources.

.3. Non-Depository Materials

Vast amounts of government-produced information are also being made available through commercial sources. In these cases, the question of whether to receive the publications through the Federal Depository Library Program or by purchase will arise. Although the depository item has a distinct cost advantage, it may be that a commercial vendor can supply the material more quickly, in a more useful format, or with superior indexing, so that the balance might be tipped in favor of purchase. It is probably wise to remain as flexible as possible in this area since, almost weekly, there are announcements of Government publications available commercially, frequently in interesting new "packaging."

In addition to commercially-produced depository documents, there is also a wide variety of non-depository Government publications available from private publishers and Federal agencies. You may wish to include these materials in your collection as well.

Should you decide, for reasons of space or other needs, to substitute microform copies for any depository holdings, Chapter 4 of the Instructions to Depository Librariesprovides guidance.

4. Accessibility

It is essential to consider the question of accessibility in deciding whether to acquire particular items. While the Guidelines for the Federal Depository Library Program clearly require libraries to maintain a basic collection of current and retrospective catalogs and indexes, both Government and privately published, many depository materials require specialized access tools. It does little good to select such material if library patrons cannot make use of it. In some instances the necessary reference tools may be available on deposit, but in others, libraries will need to turn to privately published sources. If your library does not have the required access tools, whether public or private, you should carefully consider whether you should select the item.

5. Location

You may wish to expand your collection policy to include not only information on what will be acquired but also how it will be processed and stored. Here you might note if the documents collection is largely separate or integrated, if selected documents are placed in various reference or specialized collections, and if multiple copies of heavily used titles are purchased. If your depository participates in the selective housing program described elsewhere in this chapter, you might wish to include this information in your collection policy statement.

6. Referral and Use of Other Resources

After deciding what your depository will acquire, a well developed collection policy should also address the issue of how to handle the needs of patrons who require Government information you have not selected. Statements concerning inter-depository coordination of selections, availability of local resources, and procedures for referral or interlibrary loan services should be part of your collection development policy..

7. Disposal of Government Publications

Few things have value forever; so, just as a collection policy addresses the process of what to acquire, it should also specify what should be discarded or "weeded" and when. Generally speaking, this is a matter of applying the selection process factors in reverse (what you select most you discard least) with some additional consideration of the actual use of the material.

With Government publications, there is another critical consideration: Government publications received through the Federal Depository Library Program are not the property of the receiving library. The Government distributes the publications in an effort to inform the public but has not given them to the libraries.

By law, Congress is in a position to control the library's treatment of the publications. Title 44 of the United States Code states that depository libraries may dispose of the publications after retention for five years under section 1912 if the depository is served by a regional depository library. Chapter 19 goes on to say that "the libraries designated as regional depositories may permit depository libraries, within the areas served by them, to dispose of Government publications which they have retained for five years after first offering them to other depository libraries within their area, then to other libraries."(44 USC 1912).

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This means that depositories need to work closely with their regional in the process of discarding publications. Regionals may compile discard lists from the depositories in their region at given intervals and circulate them so that a library may have an opportunity to fill gaps from another library's discards. If there are no takers, the regionals usually will give permission to discard.

Superseded documents may be discarded without permission upon receipt of a new edition or revision. Further information on the disposition of depository documents can be found in Chapter 4 of the Instructions to Depository Libraries. Titles of depository documents which should be discarded as they are superseded or revised appear in the Superseded List.

8. Evaluation

As Government information and user needs are constantly changing, no collection policy should be written and then forgotten. Regular review and evaluation are necessary to see that a policy is functioning properly. Reviews can utilize built-in performance measures to record how often the collection meets or does not meet user needs and in what areas, or they may be more informal, but some review process should be incorporated into the collection policy statement. A mechanism for regular evaluation and feedback will provide you with an opportunity to adjust the collection policy to make sure your judgments about selection and de-selection are correct.

.9. Sources for More Information

Several articles and books based on research in collection development for Federal depository libraries have been published, for example:

Hernon, Peter, Developing Collections of U.S. Government Publications, Greenwich, CT: JAI Press, Inc., 1982.

Management of Government Information Resources in Libraries.

Diane H. Smith, ed. Englewood, CO: Libraries Unlimited, 1993.

Morton, Bruce, "Toward a Comprehensive Collection Development Policy for Partial U.S. Depository Libraries," Government Publications Review, vol. 7A, no. 1, 1980, pp. 41-46.

Thomas, Virginia C. "Formulating a Federal Depository Collection Development Statement: Guidelines for Academic Law Library Survival," Legal Reference Services Quarterly, vol. 11 (1/2) 1991, pp. 111-126.

Suggested core collections for small and medium academic and public libraries and for all law libraries appear in Appendix A. These core collections, which are meant only as suggestions, are based on the best judgment of a group of experienced documents librarians.

.Section 2 Selective Housing of Documents

A depository library may transfer current or retrospective materials to another library through an option called selective housing. A library participating in this option, and receiving depository materials from a depository library, may be a branch library of the same institution as the depository library, another depository library, a public or academic library, or a special library. A formal agreement between the parties must be signed if the host library is not within the administrative purview of the depository offering the material for selective housing. The advantages of selective housing are that it:

1) Places documents in areas that allow for wider usage and greater accessibility;

2) Increases the scope of the available collection, thereby providing a larger number of publications and a greater level of public service;

3) Enhances the capabilities of participating libraries to develop retrospective or current subject, series, or agency collections; and

4) Alleviates space problems at participating institutions..

A. Responsibilities and Requirements

Depository materials located in selective housing sites are subject to the full range of depository standards and remain the responsibility of the designated depository library. This is the case whether the documents are routed through the designated depository or mailed directly to the selective housing site, as can be the case with USGS and DMA maps, Department of Energy microfiche, etc.

1. Record Keeping

It is important that the primary depository library's records clearly indicate the location of those items covered by the selective housing program; the shelflist, item number records, and other files must indicate location.

The receiving library must also keep records indicating the source of the materials, and the depository items should be clearly identified. These records must be kept down to the piece level, e.g. all depository maps, slip laws, slip opinions, etc., must be individually recorded.

It is not necessary, however, that the depository maintain the official holdings record for material selectively housed elsewhere. The official holdings record may be kept at the selective housing site, if it saves staff time and can be done in accordance with the Instructions.

. 2. Access

All depository publications must be made available to the general public free of charge. A twenty-four hour retrieval time for depository patron use of selectively housed material is a good objective.

3. Selection

Depository libraries participating in selective housing arrangements should bring new survey items to the attention of the staff of the receiving libraries and assist them in selecting items. A schedule should be developed for adjusting the selection of items covered by the selective housing agreement. The schedule should coincide with the Federal Depository Library Program annual item selection update scheduled by the Government Printing Office.

4. Discard

Depository publications may be discarded only according to established procedures. The "parent" depository library is responsible for the disposal of documents located in selective housing libraries.

.B. Selective Housing Agreement

When a depository library enters into a selective housing arrangement with other libraries, there must be a formal written agreement with each selective housing site. Each selective housing agreement must specify that the receiving library agrees to adhere to the policies of the Federal Depository Library Program set forth in Title 44, United States Code, the Instructions to Depository Libraries, the Guidelines for the Federal Depository Library Program, the Superseded List, etc. The agreements should also specify:

1) The justification for the transfer;

2) The duration of the agreement;

3) Conditions for the termination of the agreement;

4) The manner in which the collection will be maintained and organized according to the Instructions; 5) Guarantees of free access by the general public;

6) Arrangements for interlibrary loan cooperation; and

7) The procedure to be followed in the event the agreement is dissolved.

Selective housing agreements must be signed by directors of both libraries involved, with copies sent to the regional depository library and to the Depository Services Staff at LPS.

A sample memorandum of agreement follows.

.Agreement for Selective Housing of U.S. Depository Documents

This AGREEMENT is made on (date) by and between (lending) Library and (receiving) Library.This Agreement is entered into for the purpose of: (specify)The documents are lent for (specify time) but remain the property of the U.S. Government Printing Office under the control of (lending) Library. In pursuance of this Agreement (receiving) Library agrees to:

1) Assign the responsibility for carrying out the provisions of this Agreement for the U.S. Government publications deposited or loaned by (lending) library to the (Reference, Medical, etc.) Librarian of the (receiving) library.

2) Make available for free and unrestricted use all U.S. Government publications to the general public.

3) Lend to (lending) Library any U.S. Government publication that is selectively housed for a period up to (specify length of time).

4) Maintain all U.S. Government publications selectively housed in compliance with Title 44, United States Code; Instructions to Depository Libraries; Guidelines for the Federal Depository Library Program, Superseded List, etc.

5) Inventory, identify, and maintain a public record of the U.S. Government publications selectively housed under this Agreement.

6) Retain any classification numbers, stamps, and notes as supplied by (lending) Library.

7) Return to (lending) Library all U.S. Government publications which were selectively housed and which are no longer considered useful.

8) Replace any lost document.(lending) Library agrees to:

This Agreement may be terminated by written notice from either party (specify) days in advance before all documents are returned to (lending) Library.Director: (signature)
(date)

Director: (signature)
(date)
(lending) Library
(receiving) Library

Section 3 Suggested Core Collections

The core collection list in Appendix A is annotated to indicate titles strongly recommended for selection by small and medium public libraries, small and medium academic libraries, and law libraries. Large public and academic libraries would select most of the titles indicated for their type as a matter of course. Other types of libraries should review the list and select any titles that seem pertinent to their mission and community.Any titles which were discontinued as of June 1993 are omitted from the list.

A "small" collection is defined as one with up to 150,000 volumes. A "medium" collection is defined as containing 150,000-600,000 volumes.

A. Small/Medium Public Library

The core list titles were chosen by librarians at nine public libraries across the U.S.:

Arlington Public Library (Texas)
Barrington Public Library (Rhode Island)
Cleveland
Heights-University Heights Public Library (Ohio)
Forsythe County
Public Library (Winston- Salem, North Carolina)
Gadsden Public
Library (Alabama)
Glendale Public Library (Arizona) John F.
Kennedy Public Library (Vallejo, California)
St. Charles
City-County Library (Missouri), and
Thrall Library (Middletown,
New York).

.The Government documents collection in a public library should be chosen to meet the broad information needs of the community and Congressional district served. Although there is really no substitute for an actual assessment of community needs, materials should be selected in the areas of consumer affairs, health, small business and entrepreneurship, general statistical and demographic information, and current events issues. Additional factors, listed below, should also be weighed in building a depository collection:

1) Community interests and industries central to the local economy;

2) Prevalence of particular demographic groups;

3) Popular titles covered by indexes such as Reader's Guide to Periodical Literature;

4) Geographic location within the state and the role of the library in statewide interlibrary loan;

5) The services offered by the regional library serving the area and its proximity to the library;

6) Location and size of other depositories in the region and the level of cooperation with those depositories;

7) The limitations of staff and space; and 8) Local school and community college needs.

.Special attention should be paid to item numbers which are subdivided by state. These items are listed with "(nos.)" at the end, rather than the specific number, i.e. "0156-B-(nos.)." Several strategies may be employed in selecting these items:

1) Select only those items for the state the library is located in, plus the U.S. summary;

2) Select the home state and the surrounding or contiguous states, plus the U.S. summary;

3) Select the home state and other states in the Federally defined region plus the U.S. summary; or

4) Select all available items.

In an attempt to present a broad range of selections, the core list errs toward the inclusive. It can be used as a benchmark for startup collections but should also be consulted when evaluating existing collections.

B. Small/Medium Academic Library

In developing the suggested core list for an academic collection, certain assumptions and biases were inevitably incorporated. A small academic library was assumed to be a liberal arts institution which selected approximately 20% of the active item numbers. A medium academic library selected about 40% of the active item numbers. Another basic premise was that, although all publications are not selected, a depository library should be able to identify and/or locate whatever information is requested. Therefore, many of the agency telephone directories, bibliographies and lists of publications, and annual reports are part of the core collection. Other factors considered were whether the periodical titles were indexed in commercial indexes likely to be found in small academic libraries, and whether the publications were listed in the Guidelines for the Federal Depository Library Program (That listing of the Basic Collection is now included in Appendix C of this Manual.)

Criteria which the depository in a small academic institution should consider when selecting items to enhance a core collection are as follows:

1) The curriculum of the institution;

2) The research interests of the faculty;

3) The subject strengths of the library's general collection;

4) The type and variety of extracurricular activities;

5) The economic base of the community which the library serves;

6) Demographic characteristics of the population served;

7) The physical environment in which the library is located (farming, forests, etc.);

8) Other characteristics of the community (urban or rural, historic, business and manufacturing, recreational sites and interests;

9) The distance to other selective depository libraries or a regional depository library;

10) Local or regional cooperative acquisition programs; and

11) The number and existence of local, regional, and state Government agencies in the community.The core collection items marked "L" and "P" may also be useful in building a depository collection or in conducting an evaluation of an existing collection.

.C. Law Library

A suggested core collection may be useful either as a starting point for law library depositories building a Government documents collection with a legal focus or as an evaluation tool for comparing their own selection patterns. In making selections based on or beyond this core list, law library depositories need to consider the following factors:

In order to build a limited legal interest depository collection, certain categories of item numbers may be avoided because they contain materials of limited or ephemeral value to a law collection or because the collection already contains multiple copies of commercially annotated versions of such materials as Federal statutes and regulations. A law library may wish to omit:

Obviously exceptions to omitting these categories may be made. For example, agency versions of laws and regulations have been selected by many law libraries (see items 0539-A, Federal Trade Commission, and 0726, Immigration and Naturalization Service). Likewise, the selection of the Regulations, Rules, Instructions category may be a useful choice in the case of court publications (see items 0729-A, Administrative Office of U.S. Courts, and 0731-B, United States Court of Claims). Agency decisions also remain popular selections for law libraries, even though the distribution has changed from paper to microfiche format in recent years.

Basic titles recommended in of the Guidelines for the Federal Depository Library Program (revised 1987) have all been included in this core list. One title, Census Catalog and Guide (item 0138, C 3.163/3:), merits special consideration for selection. Although not indicated in the core list, the addition of Census materials for the home state would enhance the law library's selection profile.

A few titles may appear in the core list for law libraries only because they are attached to the same item number as another, law-related, title. For example, items 0002 and 0512-A-24 contain agency decisions and other materials of less value in a law-focused collection. Omitted from this list is "all libraries" item 0556-C, since it is part of the selection profile of every depository. Publication format selection should be thoughtfully determined.

The following examples are possible choices:

.The increasing numbers of publications in CD-ROM and other electronic formats are certain to play a significant role in selection patterns of law libraries. Law library CD collections will no doubt include such legal information sources as the Congressional Record, Federal Register, Code of Federal Regulations, and U.S. Supreme Court opinions as these publications become accessible electronically to depository libraries through the Federal Depository Library Program.

.

Chapter 3
Maps

Section 1. USGS, DMA, & NOS Maps

Section 4. Further Reading.

Chapter 3 Maps

Maps are no strangers to depository libraries; they have been distributed by the Government Printing Office since the beginning of the Federal Depository Library Program. These depository maps have appeared as complete atlases, folded pamphlets, flat map sets and most often as illustrative material folded away into pockets at the back of environmental impact statements, geological reports, and other documents. The Forest Service, Soil Conservation Service, Central Intelligence Agency, Bureau of the Census, and National Park Service are only a few of the many Federal agencies that have distributed their maps to depository libraries through GPO for years.

Maps can portray complex environmental data with such economy of color, line, and word that they always represent a wise use of library space and staff time. In addition, the need for maps and the information provided by them continues to increase, particularly among individuals involved in recreation land planning and environmental studies.

Because depository maps have been treated by GPO in the same manner as the majority of other documents, they have created few problems in depository libraries. They are fully cataloged and appear in the Monthly Catalog, facilitating reference work.

.Section 1

USGS, DMA, and NOS Maps

The status of maps in the Federal Depository Library Program changed dramatically beginning in 1983. Two large map issuing agencies of the Federal government, the U.S. Geological Survey (USGS) and the Defense Mapping Agency (DMA), which until then had conducted their own separate depository programs, agreed to make their map products available to all depository libraries.

It is now possible for depository libraries to select up to 3,500 maps per year from USGS and DMA--maps that until 1983 were only available to them through purchase or other non-GPO arrangements. Similarly, the National Ocean Service (NOS) map depository program ceased as of October 1, 1988, and their nautical and aeronautical charts of the United States and possessions became available through the Federal Depository Library Program.

.A. USGS Maps

Every major map series produced by the USGS is available for selection, and annotations appear on item cards and in the Union List of Item Selections (MF). USGS ships maps from its map distribution center in Denver, Colorado every two to three weeks. Shipments typically contain 20 to 70 maps depending on whether the maps are shipped flat or folded.

Map products offered for selection fall into five broad categories:

Geologic and Hydrologic Maps

Status and Progress of Operations Maps

Quadrangle Maps

Special Topographic and Other Map Series

Land Use, Land Cover and Associated Maps

1. Geologic and Hydrologic Maps

In most mailings, the different geologic and hydrologic maps in this category are shipped folded in 30 x 24 cm. manila envelopes with the title and series number printed on the front. Exceptions to this shipping format are made for the occasional oversized maps. The Index to Geologic Mapping of the United States (I 19.86:), formerly available under item 0619-G (I 19.41/6:), is now shipped under item 0619-G-28. All other titles included in this category are items offered for selection. It is estimated that between 145 and 355 titles will arrive annually if all items are selected.

.2. Status and Progress of Operations Maps

Without exception, Status and Progress of Operations maps portray the status of various map series using a base map of the United States. They are sent folded. Important state index maps identifying each individually published 7.5-minute quadrangle are not included in this category. (See Map Indexes later in this section.)

3. Quadrangle Maps

Some 1,200-1,500 new and revised maps are produced each year for the entire United States, making this the largest group of maps available for selection. Quadrangles are most frequently the 7.5 minute series topographic quadrangles. However, they may also be planimetric, bathymetric, orthophoto quadrangles, etc. Individual states can be selected. Libraries might consider simply buying maps for neighboring states. For instance, a Florida depository library may wish to select only the state of Florida maps and purchase a few quadrangle maps of Georgia that border on Florida, instead of selecting the item number for the whole state of Georgia.

The USGS 7.5-minute series and 1:63,360 scale series quadrangles, as well as the 1:50,000 scale quadrangles cooperatively produced by the USGS and the DMA, are available. One item number is assigned to all the quadrangle maps for each state. If one of these three series is selected, then all three are received.

Quadrangles are large scale maps. The 7.5-minute maps employ the scale of 1:24,000 and less often 1:25,000 (1 inch on the map equals about 2000 feet on the ground). On the 1:63,360 scale maps, 1 inch on the map equals 1 mile on the ground. The DMA/ USGS quadrangles carry a scale of 1:50,000.

4. Special Topographic and Other Maps

This category includes the two 1:250,000 scale series of the United States and Alaska; five different map series covering Antarctica; four versions of state maps; National Park Service maps; slope maps; country maps; 1:100,000 and 1:1,000,000-scale maps of the United States; separate pages from the National Atlas; and a 1:100,000-scale Bureau of Land Management series in two versions, land ownership and land/minerals ownership. Most of these are large sheet maps impossible to integrate fully with the traditional documents collection.

5. Land Use, Land Cover, and Associated Maps

These maps are most often shipped in 30 x 24 cm. manila envelopes with the title and series number printed on the front. The maps depict various features such as factories, cities and highways, or forest land and pasture. Associated maps include political units, corrected hydrologic units after 1983, county subdivisions, and Federal land ownership.

B. Defense Mapping Agency Maps

A complete set of DMA maps and charts consists of 4700 pieces. If your library were to select all products, you would not receive an initial distribution of each map and chart, but would receive new and revised products when published. A complete set equates to approximately 450 pieces per year.

The DMA allows some latitude in defining selections since DMA offers little in the way of domestic mapping. The maps and charts offered for selection are categorized into three product groups: aeronautical charts, nautical charts, and other DMA maps.

1. Aeronautical and Nautical Charts

DMA produces aeronautical and nautical charts for all areas of the world except the United States, its territories and possessions. The primary purpose of aeronautical and nautical charts is to serve as tools for air and water navigation. In addition to the navigational information and instructions, there is other information of general interest. For instance, a nautical chart of the Caribbean portrays information essential to the navigator as well as some detailed information about bays, inlets, and cultural features.

2. Other DMA Maps

DMA's other maps include special map series that show geography, political areas, or border outlines, or that act as navigational plotting charts.

C. NOS Maps

The National Ocean Service produces aeronautical and nautical charts for the United States, its territories and possessions. Most of these are dated serial maps, and are to be used only until the date printed on each one..

Section 2

Collection Development

The selection of maps for most depository libraries will probably fall under the same general collection development policies which have been established for an institution as a whole. There are factors in the development of map collections which should be considered and which are specific to maps. The question of circulation policy and securing the collection will have to be addressed.

What effect will decisions in these areas have on servicing the collection, reference work, public access? Is there an alternative to locked map cabinets? Extra clerical help may be needed for processing the increased number of maps and may need to be seasonal depending on the frequency of distribution of materials from USGS, NOS, and DMA. Specialized supplies, equipment or furniture for processing, handling, storing, servicing, and using these materials must be obtained. Light tables, map cabinets, wall hangers, pigeon hole or other shelving devices may have to be purchased.

.

A. Selection Considerations

Some other considerations, more specific to selection of the maps themselves, are given below.

1) All regional depository libraries must select all map series unless selective housing arrangements have been made to designate another library to receive the regional's maps. Selective depositories may also make arrangements to designate another library to receive maps, as well as other depository materials.

2) Maps of a library's local area and region will always be in much higher demand than those of other states and regions. If it is possible to select a series by state, a library in, for example, New Jersey should consider whether it really needs detailed coverage of Texas or other far away states. Would the state maps alone serve its users' needs?

3) The Bureau of Land Management (BLM) only maps areas where it has jurisdiction. Thus, non-public land states such as Texas and the states bordering the Atlantic (except Florida) will never be mapped by BLM.

4) Selections may be added annually, when LPS issues the item selection update. Selections may be dropped at any time.

5) Maps of foreign countries offered by DMA are revised as required. Outline (plotting) maps are of limited use; therefore try to be as selective as possible..

6) USGS maps are generally photorevised every 5 to 10 years. The quadrangles have a regulated 5-year revision cycle. However, when necessary during that cycle, "reprints with changes" are issued without there being any change made to the edition statement and date printed on the map. A new USGS "imprint date" is the only clue that changes have been made. The older editions may be superseded by the newer ones, but it is recommended that "reprints with changes," together with the original edition, be held until a new edition is issued and named as such.

7) NOS serial maps are revised frequently, often every 28 to 56 days. NOS charts, however, are revised only as needed, rarely more than every other year.

8) Map depositories are subject to the various provisions and guidelines of the Instructions to Depository Libraries and Title 44, United States Code.A comprehensive item number list of maps and atlases available for selection by depository libraries is included in Appendix B.

.Section 3
Technical Processing

For the technical processing of maps, follow the general guidelines in Chapter 5, Bibliographic Control. For maps arriving folded in manila envelopes, be sure to stamp all pieces: the map, any text that may be included, and the outside of the folder. NOS aeronautical and nautical charts should be stamped "Not to be used for navigational purposes."

A. Statistics

It is suggested that libraries keep separate statistics for maps arriving from the U.S. Geological Survey, National Ocean Service, and the Defense Mapping Agency.

B. Shelflist

Create a 3" x 5" shelflist card or automated record for each map series selected. Make additional records for maps received in each of the following series from the USGS:

1) State Map Series (all four types)
2) National Park Series
3) Slope Maps
4) National Atlas Separates

Maps received in other series can be more accurately recorded on collective check-in or other pre-printed shelflist cards. Making a card for all maps arriving in the library would be inefficient. Form cards, however, have only a limited amount of space for recording information and may have to be supplemented with other forms or cards.

Pre-printed cards with numbered boxes are devised for checking in USGS folded Geologic and Hydrologic maps and Land Use and Land Cover maps. Maps in these series are numbered consecutively following the prefix: for example, GQ-1365, HA-405, and L-204. Pre-printed cards should also be used to record the annual and semi-annual maps included in the Status and Progress of Operations group.

C. Map Indexes from USGS

Map indexes are essential for both the processing and retrieval of maps. A library can seldom have too many indexes. Even if a library selects and receives all available map series and their indexes covering its state or region, it must also allow for possible user requests for information concerning the availability of maps outside the library's collection interests. Map indexes will readily supply this information and are therefore indispensable in providing effective reference service.

These indexes differ in their method of selection, distribution, and coverage.

Two are available for selection under their own item number and cover map series distributed under different item numbers. These are:

Item 0619-G-13 (I 19.96:) "Index to Intermediate Scale Mapping," which serves as the index map for the 3 following series:

1) 1:100,000-scale topographic quadrangles (USGS) [Item 0619-G-25, I 19.110:]

2) 1:100,000-scale land/minerals ownership quadrangles (BLM) [Item 0619-G-16, I 53.11/4: and I 53.11/4-2:]

3) County map series (USGS) [Item 0619-P-01 to -53, I 19.108:]

Item 0619-G-14. Three map indexes are issued under this item number:

1) Index to Orthophotoquad Mapping

2) Index to USGS/DMA 1:50,000 scale Quadrangle Mapping, and

3) Index to Land Use and Land Cover Maps and Digital Data.

The first 2 indexes cover maps which are distributed together with the standard USGS quadrangles under item 0619-M-01 to -53. The last covers Land Use and Land Cover maps distributed under item 0619-G-27.

There are 5 other map indexes that are not explicitly depository items, although the USGS will distribute them as they are issued, upon request. The major indexes are listed below.

1) Index of Small-Scale Maps of the United States. Indexes the following map series:

2) Index to USGS Topographic Map Coverage of the National Park Series. Item 0619-G-21

3) Antarctica Map Index. Indexes all five Antarctica series. Item 0619-G-194)

Alaska Map Index. Indexes Alaska 1:250,000-scale series. Item 0619-G-18

Alaska 1:25,000 and 1:63,360-scale topographic maps. Item 0619-M-02

5) Individual State Map Indexes. The USGS issues a new booklet index which consists of a foldout index for locating quadrangle areas by map name and scale. Each map is identified by an alpha-numeric code which is used by USGS to store and locate maps in the warehouse. This alpha-numeric code appears on the USGS shipping lists.

Libraries should request individual state map indexes and not wait for the USGS to send them. State map indexes include much information indicating where maps can be purchased locally over the counter, as well as addresses of map libraries in the state. They also index all the major USGS maps covering the state.

Librarians should also request a supply of USGS map order forms to enhance reference service. Map indexes and order forms are available from:

Map Distribution Branch
U.S. Geological Survey
Box 25286, Federal Center
Denver, CO 80225

To keep track of USGS maps, refer to the annual Publications of the Geological Survey, (item 0623; I 19.14:) and to the monthly list of new publications and maps, New Publications of the Geological Survey, (Item 0622;I 19.14/4:).

Also available under item 0623 is the pamphlet Price and Availability List of U.S. Geological Survey Publications (I 19.41/9:). This pamphlet is updated and printed annually, and will enhance reference service because it provides current prices of all books and thematic maps available. .The cumulations and the pamphlet are available from:

Books and Open File Reports
Section U.S. Geological Survey
Box 25425 Federal Center
Denver, CO 80225

When maps arrive, annotate the appropriate map index to indicate holdings. For maps too new to be found on the index map, write in the quadrangle name and date on the index. As holdings are noted on the map index, the index will then not only serve as a reference tool for locating maps, it will also function as a holdings record for the library.

D. Catalogs of DMA Products

The nautical and aeronautical products offered by the Defense Mapping Agency (DMA) to depository libraries are listed in the DMA Public Sale Nautical Charts and Publications catalog (item 0378-E-11) and the DMA Aeronautical Charts and Publications catalog (item 0378-E-08). These catalogs, published by the National Ocean Service (NOS), are distributed by GPO. These catalogs provide NOS stock numbers for DMA products. A cross reference to DMA stock numbers is provided in the catalogs. Librarians should use the cross reference guide when purchasing DMA map products. Libraries should use the List of Classes and the corresponding item numbers to select maps from the Federal Depository Library Program.

DMA Public Sale of Topographic Maps and Publications (item 0378-E-06) is now published by USGS but distributed by GPO. The aeronautical catalog and the topographic catalog are each one volume catalogs. The nautical charts catalog comes in nine regionalized volumes with each one containing a miscellaneous publications section.The DMA continues to make automatic distribution of the map and chart products directly to depository libraries. GPO supplies DMA with computer printouts containing depository library item selections.

E. Sorting, Cataloging, and Shelving

As mentioned earlier, maps that arrive folded are suitable for interfiling on regular document shelves. This includes USGS geologic and hydrologic maps, and land use and land cover and associated maps, National Ocean Service maps, and the DMA aeronautical charts.

SuDocs numbers appear on shipping lists accompanying maps which GPO distributes. For maps shipped directly from other agencies, the SuDocs numbers can be found in the Monthly Catalog. Alternatively, the number can be constructed by following the guidelines in the GPO Classification Manual, chapter 6.

Libraries storing maps separately from the depository collection may wish to classify them according to the Library of Congress "G" Schedule. The Library of Congress accepts GPO's cataloging for maps. When a cataloging record appears in the Monthly Catalog for a certain map series, use that record and add a Library of Congress "G" classification number to it. You may want to collaborate with your own technical services department in order to find the most acceptable way to catalog maps.

Another possibility for sorting topographic quadrangles is to group the quadrangles by state and alphabetize quadrangles within the state, relying on the individual state map indexes to access maps in these series. Another alternative is to file them according to the alpha-numeric code printed on the maps. For the other United States map series, alphabetize the quadrangles within each series. The Antarctica map series should be sorted by scale and map number. Keep indexes near the maps.

The Defense Mapping Agency and the National Ocean Service rely solely on map numbers, so keep all series together and file by the number. Keep the map indexes handy.

The best method of storing maps is flat in map cabinets or vertically in plain files. The fewer folds in a map the better. Rolling maps is acceptable, but makes access and use more difficult.

F. Claiming

With each depository shipment, USGS supplies a shipping list that carries the item number, state sequence number, map title, and scale information. Claim any missing publications by returning a copy of the list with the missing publications circled.

A library may claim replacement copies for only those maps which it selected and that have been issued since the library became a depository for maps.

GPO will maintain item selection records for participants in the depository map distribution programs. For problems with claims, receipts of replacements, miscellaneous requests, questions or other difficulties with distribution under the USGS program, contact:

Federal Map Depository Library Program
U.S. Geological Survey
National Mapping Division,
MS 509 National Center
Reston, VA 22092
Phone: (703) 648-5907 or -6884

To claim a DMA product which you have selected, contact DMA Customer Service at:

DMA Combat Support Center
ATTN: PMSC
6001 MacArthur Boulevard (D-67)
Bethesda, MD 20816-5001
(301) 227-5518
Fax: (301) 227-2498

To be placed on automatic distribution via the annual item selection update cycle, or to discontinue an item selection, contact:

Library Programs Service (SLLA)
U.S. Government Printing Office
Washington, DC 20401
(202) 512-1153
Fax: (202) 512-1636

All correspondence or telephone calls to DMA must contain your DODAAC account number, not your GPO assigned depository library number..

Section 4
Further Reading

Two basic books on map librarianship deserve the attention of the documents librarian with little knowledge of this specialized field. Mary Larsgaard's excellent Map Librarianship, 2nd edition (Littleton, CO: Libraries Unlimited, 1987), introduces the important subjects of the field such as map cataloging and classification schemes, map acquisition, care and storage of maps, and public service, and also provides an exhaustive bibliography, allowing readers to explore every dimension of map librarianship. Also helpful are the many appendixes including addresses of map dealers, state map issuing agencies, a sampling of manufacturers of map room equipment, and a helpful glossary of map terminology.

Guide for a Small Map Library by Barbara E. Farrell and Aileen Desbarates, 2nd ed. (Ottawa: Association of Canadian Map Libraries, 1984) serves as a practical handbook addressed to those who are not full-time map librarians. Information is well compartmentalized so the reader is able to pick and choose information relevant to the question at hand. Proper procedures necessary for the smooth operation of a small map library are outlined and backed up with numerous references. A thoughtful review of this Guide will assure that a newly formed map library will begin with the best advice available today.

A search through the Library Literature index will yield helpful articles on topics such as selecting map reading tools, standards for university map libraries, and map collection development policies.

Charles Seavey has a good explanation of "scale" in his article, "Collection Development for Government Map Collections," (Government Publications Review, vol. 8A, 1981, pp. 23-24). His final point is worth noting carefully: "the more detail of information desired, the larger the scale of map which must be obtained, the actual pieces of paper which must be... stored and made accessible." This point of view should help librarians with item number selection and amendments.

Standards for map libraries are covered in the Special Libraries Association Geography and Map Division's Standards for University Map Libraries, which is modeled on ACRL Standards for University Libraries.

Additional sources of help are the following organizations in map librarianship and their bulletins: Map and Geography Round Table American Library Association 50 East Huron Street Chicago, IL 60611 Baseline and Meridian

Geography and Map Division Special Libraries Association 235 Park Avenue South New York, NY 10003 Bulletin

Western Association of Map Libraries Richard Soares, Business Manager P.O. Box 1667 Provo, UT 84603 Information Bulletin and other sales items

Association of Canadian Map Libraries c/o National Map Collection Public Archives of Canada Ottawa, Canada KIA 0N3.

.

Chapter 4
Electronic Publications

Section 1. Electronic Formats Available

A. History

B. Distribution

C. Collection Development Guidelines

1. AccessSection

2. Technical Processing

A. Housing

B. Backing Up Diskettes

C. Documentation

D. Bibliographic Access

E. Statistics

F. Disposal

.Section 3.

Hardware and Software

A. Recommended Minimum Technical Guidelines for Federal Depository Libraries

Section 5. Reference Service and Policies for Electronic Publications

.

Chapter 4 Electronic Publications

Section 1
Electronic Formats Available

The current trend within the Federal Government to collect, store, and disseminate information in electronic formats will increasingly challenge depository libraries to take advantage of the opportunities presented by these formats. In many ways depository libraries will manage electronic information much as they have managed paper and microformat products. Procedures for handling item cards and files, shipping lists, claims, and check-in, for example, will change little in adapting to CD-ROMs and floppy diskettes.

On the other hand, electronic products will demand some new solutions, such as determining means for housing electronic materials, selecting equipment and software, devising collection development policies, and, perhaps most difficult, establishing policies regarding public access to depository information in electronic formats. Providing for public access is particularly difficult owing to the intensive demands that electronic products place on budgets and staff..

This chapter addresses issues that depository librarians must consider in managing electronic products. The central focus is on tangible products, like CD-ROMs and floppy diskettes. The chapter will also touch upon electronic bulletin boards and other on-line data resources, which will presumably increase in importance over the coming years. The wide array of new issues that arises as the information revolution deepens cannot possibly be addressed at this point.

A. History

For several years the Government Printing Office, the Depository Library Council, and depository librarians have worked to include information formats other than paper and microfiche in the depository system. This effort has primarily been a response to the fact that many Federal agencies are increasingly adopting electronic formats for disseminating their information resources. As early as 1981 the Depository Library Council began investigating with GPO the feasibility of providing free access to this Federally produced information through the Federal Depository Library Program, and in 1988, the Public Printer requested approval from the Joint Committee on Printing to distribute information in electronic formats.

In May 1991, the GPO's General Counsel issued two opinions asserting that the GPO has the authority and responsibility to disseminate Federal information in electronic formats through the Federal Depository Library Program. These opinions are a reflection of GPO's commitment to the procurement and dissemination of electronic information products and services..

B. Distribution

The basic criteria GPO has adopted for distribution of electronic products and services are derived from discussions held at the fall 1990 Depository Library Council meeting and from a subsequent survey published in Administrative Notes, vol. 12, no. 15, 6/30/91. The following review summarizes the essential features of GPO's electronic product distribution.

Electronic products are usually distributed either by specific titles and specific item numbers or under general item numbers for "Electronic Products." If necessary, products are sent under "General Publications" item numbers. Libraries are surveyed for their selections in advance of distribution when possible.

Electronic products are shipped and listed on a special "E" series of shipping lists. Other sources of information about these products are Administrative Notes, the Federal Bulletin Board (202-512-1397), and the item surveys.

Electronic data products are distributed in the manner in which they are provided by the publishing agency. Electronic data products require retrieval or user application software to facilitate extraction or manipulation of the data they contain. If no retrieval software is provided by the agency, LPS distributes the data without software, describing its software requirements when possible. If public domain (free) software is available, LPS either acquires and distributes it when possible or provides information about its procurement. Fees for shareware software acquired by LPS for distribution will be paid by LPS.

Paper copies of all CD-ROM documentation describing the file structure of the data product are obtained by LPS from the issuing agency and distributed, even when such documentation is also included on the disc. Although GPO encourages agencies to produce electronic products as "packages," depository libraries may receive parts of some electronic data products at different times.

Though explicit, these criteria will continue to change as the Federal information environment evolves. For example, because GPO has no authority to manipulate the content, format, documentation, or software of these products, GPO may distribute electronic products that lack adequate documentation or that are otherwise incomplete or inadequate for the depository library setting. At present GPO must distribute the products in whatever condition they are received from the agencies.

C. Collection Development Guidelines

Because electronic products require special equipment and expertise, and demand significant amounts of staff time both in maintenance and in reference service, selection of electronic products often involves investments of resources far greater than were required for traditional paper and microfiche publications. For this reason, librarians must be particularly discriminating when selecting electronic items. Selectors must weigh the monetary costs of selecting these items against the loss of this information to their patrons if the materials are not selected. That loss is the enhanced flexibility for searching and exporting information in electronic formats. The following discussion provides some general guidelines for selecting items in electronic formats, and suggests alternatives that may allow librarians to select some electronic items even if they cannot afford the staffing and equipment needed to provide ready access to the information.

The rule of thumb for libraries that have the financial, staff, and equipment resources necessary to accommodate electronic products is that they should select all electronic products that fall within their overall selection development strategy. For example, it would be expected that a library which selects the Monthly Energy Review and has the capability to provide access to the electronic version of the Review would select it instead of or in addition to the paper item. Furthermore, if that library selects most Census publications (in paper or fiche) it would presumably select the various Census CD-ROMs. On the other hand, a library that selects no Health and Human Services publications, though well equipped with computing power to operate CD-ROMs, would presumably not select the Center for Disease Control's CD. The information on the CD falls outside the library's collection plan..

1. Access

Depository libraries that do not have the equipment, software, or staffing necessary to provide in-house access to electronic information must carefully consider several alternatives before selecting (or not selecting) electronic items. One alternative to providing in-house access is circulating electronic materials

As noted later under the heading "Backing up Diskettes," CD-ROMs may be circulated without undue concern for their physical condition. Circulation of diskettes should also be considered, though it must be noted that the physical safety of the diskettes and the integrity of the data are endangered. Furthermore, viruses may inadvertently or deliberately be written to diskettes during circulation. Examples of items that may be useful when circulated are the various Census CD-ROMs, most of which have software included on the CD and are dBASE accessible, and the Department of Energy's Monthly Energy Review on diskette, which is also in dBASE.

A second alternative is to provide selective housing for electronic materials off-site, such as in a branch library that can support the products. Other examples of selective housing include an academic library housing the Census TIGER/Line files in a geography computer lab or a public library housing the EPA's Toxic Release Inventory (TRI) in a county or city planning office. The ability of these off-site locations to provide public access to these products is crucial..

A Memorandum of Agreement must be signed, and must clearly state the off-site agency's responsibilities for providing access, retention, compliance with Title 44, United States Code, and with the Instructions to Depository Libraries. The arrival of electronic products should encourage all depository librarians, including those who have substantial equipment outlays, to consider possibilities for off-site housing of electronic information. In many cases an off-site location may provide significantly better access to the information than the depository library..

A third alternative--simply not to select the material--should be adopted only after careful consideration of the alternatives mentioned above. In deciding not to select on the grounds that resources are not available to access the materials, librarians must consider how likely it is that equipment and staffing may become available in the future.

Librarians must also consider whether specific electronic products should be selected simply to make them available even though library staff cannot provide much assistance with them. Many libraries currently make such decisions with foreign language materials. For a review of GPO policy, see "Public Access in an Electronic Environment" in Administrative Notes, vol. 13, no. 12, June 15, 1992.

.Section 2
Technical Processing

Technical care for electronic products must be of particular concern for depository librarians. Three important considerations are

1) housing the materials;

2) making back-up copies of products when appropriate; and

3) making the products available.

Tangible depository electronic products, such as CD-ROMs and floppy diskettes, are the focus of this section.

Processing considerations for information made available through the Federal Bulletin Board and other on-line Federal databases and bulletin boards are addressed in the section on Electronic Bulletin Boards.

A. Housing

Owing to their delicate nature, electronic products, particularly floppy diskettes, should be housed in environments that inhibit bending, scratching, or crushing of the products and that preclude exposure to dust and temperature extremes. Generally speaking, electronic products should not be shelved alongside other materials on the regular shelves unless first placed in some sort of packaging specially designed to prevent damage. All such packaging must clearly indicate that a diskette or other electronic product is contained therein to warn library staff not to desensitize the items during circulation -- the magnetic desensitizer will erase diskettes..

It is anticipated that most libraries will procure furniture or equipment specifically designed for housing electronic products (much as they have acquired microfiche and microfilm cabinets to house microforms). Such furniture is readily available from library vendors.

By being segregated into special housing, however, electronic materials may tend to be less visible owing to their isolation from mainstream shelving. Therefore, some method should be implemented to direct patrons to electronic materials that are specially housed. Notations on shelf-list cards, location indicators on in-house catalog records, or placement of dummies in the stacks are all successful in clarifying the location of specially housed materials.

Similarly, methods must be established to direct patrons to paper documentation for the electronic products if the documentation is shelved in a different location, such as in the stacks. Conversely, documentation shelved in the stacks should be annotated to direct patrons to the specially housed electronic products.

CD-ROM products are more durable than floppy diskettes and are therefore much less a problem in terms of storage. Although CDs are not easily damaged, scratches and other surface blemishes can ruin them. All CDs should be stored either in plastic jewel box cases, in CD-ROM caddies, or in paper slips (much like diskette slips). CD-ROM cabinets are available, both small multi-drawer table top units and full height floor units. CD-ROMs can also be stored in conventional microfiche cabinets if arranged at an angle..

B. Backing Up Diskettes

Back up copies must be made for all diskettes. This is common practice with software and data diskettes that are purchased from private vendors. It is recommended that the original diskettes be archived and that copies be used for public access. If the computer can accommodate both 5 1/4" and 3 1/2" floppy diskettes, another measure of protection can be achieved by backing up the archival 5 1/4" floppy diskettes onto the more durable 3 1/2" diskettes for public use or as circulating copies.

It is further recommended that users be encouraged to copy rather than to circulate diskettes. In all depository libraries that select items on diskettes, the ability to copy diskettes should also be available. An additional recommendation is that the original and copy diskettes be stored in separate locations. Whether electronic products are allowed to circulate or not is at the discretion of each depository library.

Some depository datafiles and software may be appropriate for loading on microcomputer hard drives. Each library will necessarily decide which products are appropriate for hard disk storage in terms of their own use patterns. A datafile that could be useful on a hard disk, for example, is the Monthly Energy Review. A depository software product that could be useful if available on a hard drive is Epi-Info, a database manager/statistical software package distributed by the Centers for Disease Control. Most depository datafiles will receive such irregular use that loading them onto hard drives will be excessively expensive.

When loading datafiles to hard disks for public access, precautions must be taken to prevent users from altering the contents of the files. DOS shell applications such as PC Tools and Norton Utilities, for example, can be used to set directory attribute bytes to "read only." [GPO does not endorse these particular products; they are listed as examples only.] Taking this step prevents writing over the original files.

C. Documentation

Most electronic products have some form of paper documentation that describes the product, provides instructions on setting the product up, or, when applicable, contains instructions on how to use the product's software. Such documentation is critical for managing the information products.

Documentation varies greatly, both in its format and in the quality of content. At the more favorable extreme, documentation is clearly written and arrives simultaneously with the electronic product. At the other extreme there is no documentation. Many variations occur between these extremes. Some products, such as the Monthly Energy Review diskettes, arrive with instructions that are adequately written but which are in a physical format that is difficult to manage (photocopied pages stapled together). LPS obtains and distributes paper copies of all diskette and CD-ROM documentation which becomes available.

Libraries may manage documentation in a variety of ways, but the bottom line is that libraries must ensure that patrons wishing to use the electronic product have access to the documentation. For example, one library may print documentation from a CD-ROM and house the printout near the workstation on which the electronic product will be used. Another library may make a word processing software available on a CD workstation so that the patron can read the documentation directly from the CD. In both cases the documentation is available.

Decisions regarding the housing of documentation for electronic products will vary among depositories. Generally speaking, documentation for potential high use electronic products should be nearby for patrons using the products. Documentation for seldom used products may be shelved in the regular stacks with appropriate cross referencing.

D. Bibliographic Access

Efforts should be made to increase the visibility of electronic depository materials, preferably through computerized library catalogs. Other options, such as documents department shelflists and item card catalogs, are viable alternatives. Cataloging records for most depository electronic products will be available through the Monthly Catalog. Electronic Monthly Catalog records are available from RLIN and OCLC, and from various vendors of CD-ROM or magnetic tape versions of the Monthly Catalog.

However, many libraries may wish to provide greater access to these materials than is generally provided through Monthly Catalog records. Implementing the following suggestions should result in increased staff and public awareness of electronic depository products.

Staff should regularly be updated on what information is available as new products arrive. Promotional information regarding the information resources should be disseminated to the public. In-house files or databases describing the electronic products may be developed.

As electronic products proliferate, Government and commercial indexes to Federal publications should provide more in-depth indexing to electronic depository materials than is available in Monthly Catalog records.

.E. Statistics

All depository libraries should count the number of electronic products they receive. Libraries may decide to keep a tally on how many products are strictly datafiles, how many are datafiles with front-end software for accessing or manipulating the datafile, and how many are strictly application software.

Examples of these various types are: Current Population Survey, a CD that contains only data; National Trade Data Bank (NTDB), a CD that contains datafiles, but which also has software with which to search, retrieve, and manipulate the datafiles; and Epi-Info, a statistical package designed to manipulate user-generated datafiles.Libraries may also wish to keep track of how many individual series titles they receive and of how many diskettes are received for each title. For example, depositories can select the Monthly Energy Review on diskette, which is one title but is received as a monthly publication on multiple diskettes which cumulate throughout the year.

The primary reason for counting these items in various categories is that most libraries generate statistical reports for one or more national organizations (including the U.S. Department of Education) that request such statistical information from their constituents.

F. Disposal Rules regarding disposal of electronic products are identical to rules pertaining to all depository materials, i.e. they may be disposed of 5 years from the date of receipt, or when superseded. As with other formats, the decision to discard should not be taken lightly, even when within depository guidelines. Electronic products that supersede earlier editions should be treated identically to paper or fiche products that supersede. Many libraries may decide not to dispose of earlier editions.

Decisions to dispose of electronic products in favor of fiche or paper copies should be considered very carefully. Electronic versions of most products will generally have characteristics such as full text searching and electronic exportability that are not available in paper or microfiche formats..

Section 3
Hardware and Software

Recommended minimum standards for depository library acquisition of computer hardware and software are given below. These standards were revised in August 1993 and published in Administrative Notes, vol. 14, no. 19 (9/15/93). Future revisions will also appear in Administrative Notes.

Even though these are recommendations, rather than requirements, LPS strongly encourages depositories to install microcomputer workstations that meet at least these minimum standards. Meeting these standards will allow depositories to provide access to the electronic products distributed through the Federal Depository Library Program.

A. Recommended Minimum Technical Guidelines for Federal Depository Libraries [Note: click here for latest update]

1. Minimum Workstation Configuration

Computer

Memory

Floppy Disks
Both 3.5" high density and 5.25" high density

Hard Disk Drive

.Expansion

Display

CD-ROM Drive

Printer

Pointing Device

Modem

2. Software

Operating System Software

Database Software

Spreadsheet Software

3. Costs

Equipment Cost Range

Computer $1,700 - $2,600

CD-ROM $300 - $800

Printer $200 - $1000

Modem $250 - $600

Software $900 - $1,500

4. Rationale

The above configuration provides ample resources to handle multiple software and CD-ROM retrieval packages, yet is available at a reasonable cost. Current 486DX prices are only slightly higher than for the 486SX or 386DX computers. The ability to run 32 bit specific software in a graphical environment is desirable. Selection of the high end options mentioned in these specifications will help to delay the onset of obsolescence. The available system memory can be better utilized by a variety of software. The software recommendations should permit the use of most anticipated Government produced products. Microsoft Windows 3.1 software is also easily supported by this configuration. Availability of both common floppy disk formats would accommodate all distributed disk formats and prevent unnecessary disk-to-disk transfers.

While this configuration should prove satisfactory, it in no way suggests that a configuration superior to this should not be considered if affordable. The speed at which the computer industry changes dictates that flexibility is a desirable quality in any hardware and software purchases. Systems which are more than adequate today are obsolete tomorrow.

B. Software Selection

Discussion of software in this section focuses on off-the-shelf software packages which are designed for generic use with data or text files. When possible, libraries should make these types of software available to provide patrons the ability to access and manipulate electronic files beyond the capabilities provided with the files. (Custom designed software devised for use with specific data or text files -- such as the Census EXTRACT software -- is addressed in the section on microcomputer workstation management).

In deciding which particular software to acquire librarians should consider:

1) what software will be useful in manipulation of the electronic products that are selected,

2) what software patrons will want or expect you to have, and

3) what software the library can support (purchase cost, staffing, and equipment).

A further consideration is the philosophical question of whether or not to provide software you can afford to purchase but for which you cannot provide technical assistance. This question is dealt with in the section on levels of reference service.

A significant consideration that should be addressed in purchasing software is whether the software product can use or import data or text files in other formats. Federal information on CD-ROMs and diskettes has to date generally been stored in dBASE, LOTUS, and ASCII formats. .

When purchasing software, keep in mind that software which can use other file formats directly is preferable to software that must convert the files to its own format--although both are preferable to software that can neither use nor convert. This is particularly true for large data files. For example, dBASE and dBASE clones can directly access all Census CD-ROMs. Database software that must convert the data from dBASE to their native formats are less tenable in the library reference setting because the conversion can literally take hours depending upon the size of the data file being converted. A corollary consideration is the ability of software to export and print data. Many patrons who use electronic data will be interested in taking information home in an electronic format. Software that can download in various formats (ASCII, dBASE, LOTUS) provides flexibility.

Another question to consider in selecting software is whether the software is compatible with the library's equipment. Most advertisements for software will identify potential compatibility problems. Librarians should not, for example, purchase software advertised for a MicroSoft Windows environment if their equipment does not support Windows. A less obvious example would be the purchase of software requiring VGA graphics capabilities by a library having only EGA capabilities..

The best bet in selecting software is to shop around, and to consult with friends and colleagues who have more experience with microcomputing. There are many magazines (such as PC Magazine and InfoWorld) that have comparative reviews of software and that have hundreds of advertisements either by companies selling their own software, or by jobbers selling a variety of software. Software/ hardware catalogs, such as Computer Shopper, are also helpful in selecting software.

An important option that should be considered is shareware. Shareware is much less expensive than most brand name software packages, and often provides most of the software power and flexibility that would be desired in a depository library. Furthermore, most shareware can be acquired and tested for a relatively small charge (often $5.00) without additional licensing fees if it is decided not to use the product. Several catalogs advertise shareware, including Public Brand Software.

A further option which librarians should consider is software they have received or may receive from the Federal government. To date the only software that falls within this scope is Epi Info, distributed to depository libraries by the Centers for Disease Control. Epi Info is very powerful, flexible, and easy to use, and it can be given away freely to library patrons. Epi Info has a very powerful word processor, a database manager, and a statistical package. It can use dBASE files directly, and can import various other formats including ASCII and comma delimited files..

C. Hard Disk Management

One of the more involved aspects of dealing with information in electronic formats is managing software on the microcomputer. This section provides a general overview of considerations librarians should make when setting up their hard drives. This manual cannot serve as a DOS training manual. However, it must be noted that a considerable knowledge of DOS is desirable for those managing the electronic products currently being received as depository items. DOS tips are available in DOS manuals that accompany most equipment purchases, and in a variety of commercially produced manuals.

As a rule of thumb, hard disks will be divided into a series of directories: one directory for each software package that is loaded onto the workstation. Word processing software should be placed in a directory separate from the dBASE or EXTRACT directories. Each piece of software accompanying a CD-ROM or data diskette should likewise be loaded to its own directory. A list of directories contained on a depository library computer may resemble the following PATH listing:

Directory PATH listing
Volume Serial Number is 3563-15E4
C
DOS
UTIL
MENUS
DEV
BIN
EXTRACT
STF1AUX
WORKAREA
AUXIL
CCDBAUX
PL94
NURECD
SX
DISCPASS
DLGSOFT
DOCFILES
NEVADACD
SWDRCD
WORK
NHIS1987
HMCM
FEEDBACK
TEMP
DSAVE
REIS
REFBOOK
RTI
OSHA
CDP
EPI5
SURV
RSURV

Many of the directory names, such as REIS, readily identify the software contained therein. REIS, for example, is the directory for the Regional Economic Information System CD-ROM. EPI5 is the directory for the Epi Info program. Other directory names, such as HMCM, may be less obvious. For this reason, librarians responsible for managing hard disks may wish to document the directory locations for each workstation. One simple method is to print the directory PATH listing (as above) each time a directory is added to a system, then annotate the PATH listing to identify what software is in which directory. Print copies of PATH listings can easily be generated by using the DOS command C:\PATH>PRN. For an example of a more elaborate system for documenting depository data and text files see Administrative Notes, vol. 13, no. 2, 1/15/92.

On microcomputer workstations that contain more than one electronic product, it is usually desirable to list available files on a front end menu and to arrange the menu so that files can be booted directly from the menu. Menu software is readily available. In fact, some newer DOS versions provide menu software as part of the DOS package, and shareware distributors are also an excellent source.

Libraries having telecommunications capabilities can also download several menu programs from the Census Bulletin Board.

Librarians with basic DOS skills will find it relatively easy to write simple but adequate menus using DOS commands in batch files. The bottom line is that in making files easier to locate, menus make reference services for electronic products easier to provide.

Installing software that accompanies CD and diskette products is usually a relatively simple task. However, finding the software may often be difficult. Software may be located on the CD-ROM, or on accompanying diskettes.

In the event that instructions do not accompany a product, look for instructions located in a READ ME file (sometimes README DOC or README). README files, which may be on a CD or on accompanying diskettes, usually provide basic instructions for loading and operating the product.

For that small number of CD products which has no front-end software, such as the Current Population Survey, libraries must either procure software that can manipulate the files, upload the files to a mainframe for manipulation, store the CD off-site at a location where manipulation is possible, or circulate the CD to patrons who can manipulate the data elsewhere. Sources of advice on how to deal with CDs that do not have software are the "Electronic Corner" in Administrative Notes, the Internet's GovDoc-L, agency support staff, and your local regional librarian.

Though most software specifically designed for Federal products and generated by Federal agencies has to date been distributed by GPO either on diskettes or as separate files on CD-ROMs, software for some products is available from other sources. The State Data Center Bulletin Board, for example, has posted for downloading all current EXTRACT and PROFILE software to be used with Census CDs. Furthermore, several private software vendors are marketing software that can be used with various Federal CD-ROM and diskette products. These vendors advertise regularly in Documents to the People and other documents-oriented periodicals.

A final note on managing hard drives is that when new issues of a CD or diskette title arrive, such as a new issue of NTDB, the person responsible for loading the product should boot the product to make sure that it is functional and to check that the software in use for the last volume still works on the new CD. Most Federal agencies provide phone numbers for technical assistance on their electronic products.

D. Workstation Management

The Government Publications Department at the University of Nevada, Reno, has six census products available for end user access on an EPSON Equity III Plus (286 chip) microcomputer workstation in the department's reference area. The six census CDs are loaded in a Pioneer CD drive six-disc cartridge which is swapped out with a six-disc cartridge loaded with four CIS CDs, PAIS, and the Readex Corporation's United Nations Index. All CD products are itemized on a front end menu and are executed through batch files that boot the selected product's software. For several products, the software is loaded on the workstation's hard drive; for others, the software is run directly from the CD. The EPSON has a 5 1/4" floppy drive for downloading data and is hooked up to a Citizen dot matrix printer.

The six census products are:

the 1987 Economic Census (Disc 1C)
the 1987 Economic Census by Zip Code (Disc 2A)
the 1988 County and City Data Book
the 1987-88 County Business Patterns
Foreign Trade Data, and Public Law 94-171
Census of Population and Housing.

Three types of software are used to access the data on these products: Census Windows software is comprised of several separate programs that look very much alike and work similarly. Census first released a simple, easy-to-use pop-up Windows software with Census Test Disc No. 1 in 1988. Until release of Foreign Trade Data (FTD), on CD in 1990, however, the Windows software had such limited capabilities that it was for the most part useless.

An updated version of Census Windows released with the FTD CD, on the other hand, included several improvements over earlier versions that added some flexibility and power, including download options. Its usefulness, however, remained marginal.

With release of the PL 94-171/ Census CD in 1991, the Windows software became a viable product. Users can easily identify data they seek, then display, print or download the data (in ASCII delimited, or dBASE). The Windows software for County Business Patterns has similar capabilities to the PL 94-171 software and is equally easy to use.

The key to the recent releases of Census Windows software is that they are both "useful" and "usable." Patrons can generally get what they want with little need for reference assistance. The major shortfall of Census Windows in terms of "usability" is that display, print, and download of data are limited to