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Federal Depositories – the Basics

Federal Depositories – the Basics. August 12, 2010 Patrick Ragains Regional Depository Librarian University of Nevada, Reno. This session will cover:. Sources of information on depository services, operations and requirements for librarians and staff; Core sources to serve your users;

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Federal Depositories – the Basics

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  1. Federal Depositories – the Basics August 12, 2010 Patrick Ragains Regional Depository Librarian University of Nevada, Reno

  2. This session will cover: • Sources of information on depository services, operations and requirements for librarians and staff; • Core sources to serve your users; • Sources and contacts for more information. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  3. How to participate • View the session in OPAL; • Get session materials from www.webjunction.org/gi21-conferences-and-training , in the “Documents” tab. • Submit your questions – go to the lower left part of the OPAL window. I will answer most questions during our two breaks. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  4. FDLP Desktop Go to www.fdlp.gov • For some parts of this website you need to provide a login & password (contact the Government Printing Office) Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  5. On the top menu, choose Depository Administration Open the FDLP Handbook Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  6. From the Handbook’s Introduction The Federal Depository Library Program (FDLP) … has grown into a system of over 1,250 libraries of all sizes, a variety of types, and located in the 50 states and the territories of the United States. Depository libraries have supported the public’s right to Federal Government information by collecting, organizing, and preserving it, and by providing assistance to library users for more than 145 years. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  7. Handbook Introduction (continued) The FDLP is based upon these three principles: • Federal Government information products within scope of the FDLP shall be made available to Federal depository libraries; • Federal depository libraries shall be located in each State and U.S. Congressional District to make Government information products more widely available; and • Federal Government information in all media shall be available for the free use by the general public. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  8. From the Depository Administration menu, choose FDL Legal Requirements • The authority for the FDLP and legal obligations of designated FDLs are found in 44 United States Code §§1901-1916. • This Web page summarizes legal obligations of all FDLs & those specific to selective and regional depository libraries. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  9. More about FDL legal requirements • See Chapter 2 of the FDLP Handbook: Legal Requirements Go to: www.fdlp.gov/administration/handbook/77-chapter2 Contents: • 2.1 What's New or Important • 2.2 Legal Requirements • 2.3 Tips and Lessons Learned • 2.4 Did you realize that you don't have to.....? • 2.5 Important for Library Administrators Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  10. Legal requirements: key point Become familiar with Title 44, chapters 19 and 41, which apply to the FDLP and GPO Access so you can easily inform your library administration of the legal requirements of your depository. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  11. FDL program requirements • Program requirements assist depositories in meeting their legal mandates. These requirements originate at the GPO. • Program requirements appear in each chapter and they are stated using words such as “must,” “shall,” “mandated,” “need,” “required” or a variation thereof. • Program requirements appear bolded in black with a yellow background. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  12. Did you realize you don't have to: • Select a certain percentage of government publications in order to remain in the Federal Depository Library Program. Your selection rate should be whatever rate meets the needs of your users. • Compromise local security to provide public access. GPO permits various actions by administrators to ensure the security of their facility and personnel as long as a balance exists between the safety of personnel and property and public access… (2.4, FDLP Handbook or tinyurl.com/39tya7p) Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  13. a • Click on the button labeled Collection management or go to: www.fdlp.gov/collections You’ll find sections covering: • Building Collections • Selection Profile • Collection Maintenance • Distribution • Shipping Lists • Claims Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  14. Building Collections • Basic Collection: Depositories must provide access to tangible or Web-accessible editions of these publications. • Essential Titles for Public Use in Paper or Other Tangible Format: These titles are not required selections, but are the top tier of recommended titles for all depositories. • Linking to Federal Resources Using Persistent Uniform Resource Locators (PURLs): Background on linking to Web publications. • Passworded Databases: Content of and means of access to several special databases available to depositories • Suggested Core Collections: Second tier of recommended item number selections for depositories, by type of library (academic, public & law libraries). Go to: www.fdlp.gov/collections/building-collections Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  15. Selection Profile • Amendment of Item Selections • Annual Item Selection Update Cycle Instructions • Item Lister • Item Number System • List of Classes Go to: www.fdlp.gov/collections/selection Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  16. Amendment of Item Selections • Submit changes to your library’s selection profile at www.access.gpo.gov/su_docs/fdlp/tools/amendment.html Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  17. Documents Data Miner 2 DDM2 provides: • Tools for analyzing your depository selections • MARC records for download (free) Go to: govdoc.wichita.edu/ddm2/gdocframes.asp Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  18. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  19. Weeding & withdrawal Selective depositories may withdraw tangible depository materials after five years. • Or, if held less than five years and: • Replaced by a duplicate in the same or different format (e.g., microfiche, Web) • Allowed per GPO’s Superseded Listtinyurl.com/36kgogv Check with your regional library for preferred listing, weeding, and withdrawal procedures. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  20. Questions? • We’ll pause now to answer any questions about: • The FDLP Handbook • Legal or program requirements • Collection development • Topics we’ll cover in the second half: • Finding U.S. Government information • Computer access for users • Biennial survey of depository libraries • Self study of your depository Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  21. Finding U.S. Government information: Bibliographic sources • Catalog of Government Publications • 1976-present; catalog.gpo.gov (projected comprehensive coverage) • Monthly Catalog of U.S. Government Publications • Useful mostly for pre-1976 publications • Worldcat ; local library catalogs Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  22. Finding older U.S. Government information Bibliographic Sources Check with your regional depository for: • Guide to U.S. Government publications. McLean, Va. : Documents Index. (ISSN 0092-3168; great reference for publication histories of serials) • Cumulative title index to United States public documents, 1789-1976. 16 v. Arlington, Va. : United States Historical Documents Institute. • Cumulative subject index to the Monthly catalog of United States Government publications, 1900-1971. 15 v. Washington: Carrollton Press. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  23. Finding U.S. Government information: Web Sources Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  24. Finding U.S. Government information: Web sources, slide 2 Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  25. Finding U.S. Government information: Web sources, slide 3 Energy Citations Database Go to: www.osti.gov/energycitations ECD provides free access to over 2.6 million science research citations, including over 221,000 electronic documents available. It includes scientific and technical research results in disciplines such as chemistry, physics, materials, environmental science, geology, engineering, mathematics, climatology, oceanography, and computer science. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  26. Lexis-Nexis Congressional databases • LexisNexis Congressional Basic Subscription, 1970-present • Congressional Indexes, 1789-1984 • Statutes at Large, 1789-present • LexisNexis Congressional Research Digital Collection • LexisNexis U.S. Serial Set Digital Collection 1789-1969 • LexisNexis U.S. Serial Set Maps Digital Collection 1789-1969 • LexisNexis Congressional Hearings Digital Collection 1824-present Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  27. Other Lexis-Nexis databases • Government Periodicals Index • Statistical InsightStatistics from state, federal, private sector, and international intergovernmental sources. • Statistical DataSetsAllows custom data displays. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  28. Readex databases • American State Papers, 1789-1838 • House and Senate Journals, 1789-1980 • Senate Executive Journals, 1789-1980 • U.S. Congressional Serial Set, 1817-1994 Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  29. Referral to Questionpoint/Government Information Online • GIO (govtinfo.org) is a free online information service, supported by nearly 20 public, state and academic depository libraries. Service is provided via email and chat. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  30. More about Government Information Online (GIO) • GIO librarians perform research and reference for government-related questions. • GIO cannot directly answer legal or genealogical research requests, or search public records (e.g., for birth, marriage, divorce & death records). In such cases, the GIO librarian will refer the user to the best known source or contact. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  31. Public Access Computers Depository libraries must continue to keep pace with general technological changes. Starting in 1991, GPO has released minimum technical guidelines for public access computers in depository libraries. Go to: www.fdlp.gov/administration/computers • Minimum Technical Requirements (MTR), 2005 • Recommended Specifications For Public Access Computers, 2008 • Related Issues and Considerations Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  32. Biennial survey The Biennial Survey of Depository Libraries provides GPO with information concerning the conditions of individual depository libraries and the depository library program as a whole. All depository libraries are legally required to complete this survey. • The Biennial Survey is an important tool to help GPO evaluate individual depository libraries and the program as a whole, either as a stand –alone assessment or as a supplement to other evaluation techniques. • GPO maintains Biennial Survey information with the official records of each depository. This information should also be kept permanently by each depository library. Likewise, each Regional library can use Biennial Survey information for the depositories under their purview. Go to: www.fdlp.gov/home/about/92-biennialsurvey Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  33. Self-Study • The Self-Study of a Federal Depository Library is an educational, voluntary resource. Use it to learn more about or self-assess your depository operations and services. Go to: www.fdlp.gov/help/tutorials/selfstudy Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  34. Questions? Ask any questions about topics covered in the session. Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  35. Where to go for more help • Your Regional Federal Depository Library • State listservs for documents librarians • Ask GPO gpo.custhelp.com/cgi-bin/gpo.cfg/php/enduser/ask.php • GOVDOC-Llibstaff.mit.edu/colserv/govdocs/govdoc-l.html • www.FDLP.gov • ALA/GODORTwww.ala.org/ala/mgrps/rts/godort/index.cfm Six-State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  36. More on the FDLP Depository Library Council file repository tinyurl.com/38qaqcv Documents for a Digital Democracy, by Ithaka S+R. tinyurl.com/yzkh8j2 Federal Depository Library Program Strategic Plan, 2009–2014, GPO. tinyurl.com/y8xde7c GPO's depository library program : a descriptive analysis, by Peter Hernon, Charles R. McClure, Gary R. Purcell. Norwood, N.J. : Ablex Pub. Corp., 1985. Orientation for New FDLP Depository Staff by Robin Haun-Mohamed, Ashley Dahlen, and Kathee Brazee, 2009. tinyurl.com/34en5kf(Streaming audio with slides & text chat; runtime 32:15) Six State Virtual Information Government Documents Conference  August 11-13 and 16-17, 2010

  37. Patrick Ragains Business & Government Information Librarian University of Nevada, Reno phone: (775) 682-5593 ragains@unr.edu

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