--- Begin Forwarded Message ---
Date: Fri, 27 Oct 2000 13:27:10 -0700
From: Linda Fredericks <[log in to unmask]>
Subject: List of Essential Titles - Draft Distribution Policy for the
FDLP
Sender: Linda Fredericks <[log in to unmask]>


*** Please Excuse Cross-Posting to Multiple Lists***


This week at the Federal Depository Library Conference and Depository
Library Council Meeting in Arlington, VA, the Depository Library Council
discussed the draft "Dissemination/Distribution Policy for the Federal
Depository Library Program" developed by GPO and distributed to this List on
Friday, October 13 by Gil Baldwin, Director of Library Programs Service with
GPO [please refer to forwarded message below].

Guideline 4e of this draft policy statement contains a list of "essential
titles" that will be distributed to depository libraries in paper - when the
listed titles are published in paper format.  In an effort to receive
broader input from the depository community on this list of essential
titles, the Federal Depository Council requests that interested parties
submit additional titles for consideration to Laurie Hall at GPO
([log in to unmask]) BY NOVEMBER 10, 2000.

For those of you who attended the Conference and DLC Meeting this week,
please note that the date for submission of titles for consideration has
been extended from November 7, 2000 to November 10, 2000.

We appreciate your input and prompt response to this request,

Linda Fredericks
Chair, Operations Committee
Federal Depository Council to the Public Printer
Government & Legal Librarian
King County Library System
1111 110th Ave NE
Bellevue, WA 98004
425-450-1782    FAX 425-450-2469
[log in to unmask]

-----Original Message-----
From: Discussion of Government Document Issues
[mailto:[log in to unmask]]On Behalf Of Baldwin, Ernest G.
Sent: Friday, October 13, 2000 2:34 PM
To: [log in to unmask]
Subject: Draft Distribution Policy for the FDLP


As you know, the pace of transitioning to a primarily electronic Federal
Depository Library Program (FDLP) is accelerating.  In response to reduced
funding and Congressional direction, GPO is "migrating" many FDLP titles
from tangible distribution to online access only.

Some of the parameters for making these migration decisions were outlined in
the Superintendent of Documents' 8/25/00 letter to the directors of
depository libraries.  As indicated in the letter, GPO has developed a
formal draft of the "Dissemination/Distribution Policy for the Federal
Depository Library Program."  This draft will be discussed at the upcoming
Federal Depository Library Conference and Depository Library Council
meeting, which gets underway on Monday, October 23, in Arlington, VA.

To facilitate your participation in these discussions, the text of the draft
policy follows.  If you prefer to work with this in printed format, a copy
in MS Word format is also attached.  The exact time and location for the
discussion of this draft will be announced at the Conference, but if you
would like to submit comments by email please send them to me.

Gil Baldwin
Director
Library Programs Service
Mail Stop SL
U.S. Government Printing Office
Washington, DC  20401

202.512.1002 / fax 202.512.1432
email <[log in to unmask]>


 <<Electronic dissemination policy - SOD Draft.doc>>

___________________________________________________________________________
SUPERINTENDENT OF DOCUMENTS POLICY STATEMENT NO. SOD ____________

EFFECTIVE DATE - Draft - October 6, 2000


Subject:  Dissemination/Distribution Policy for the Federal Depository
Library Program


Overview.

Information content remains the primary selection criteria for inclusion of
a U.S. Government information product in the Federal Depository Library
Program (FDLP).  Regardless of format, publications must conform to the
definition in 44 U.S.C. Sec. 1901.

Library Program Service (LPS) will determine the best method for making
government information products available to the depository libraries.  When
more than one format exists for a product, LPS will determine how to best
provide the information by assessing the following: the cost of providing
the material, how the product will be used, and the specific characteristics
of the online and/or tangible product.

As directed by Congress, the primary method of making publications available
to the Federal Depository Library Program (FDLP) is online dissemination.
Specific product characteristics may dictate that alternate method needs to
be used.  LPS will use the following guidelines to determine the most
appropriate method.


Document Terminology.

Dissemination: The act of making government information products accessible.
This is done by using a government electronic information service, and/or by
distributing tangible products to depository or program libraries.

Distribution: The act of sending out a tangible product.

Product: A publication regardless of presentation media or format.

Tangible Product: Information presented in a physical format, i.e., paper,
microfiche, video, diskette, CD-ROM, or optical disk successor technology.


Guidelines.

1. When a product is only available online, it will be disseminated in
online format.

2. When a product is only available in tangible format, then LPS will
distribute it in that format.

3. When the product is available both online and in a tangible format the
standard practice will be to disseminate the online version to depository
libraries.  A tangible product will be distributed only if the online
version is:

a. incomplete.  For example:
i. online products that contain only selected or abstracted portions of the
content provided in its entirety in the tangible product, or
ii. kits comprised of mixed media tangible products where only a portion of
the title is online.

b. not recognized as official by the publishing agency.  For example, this
can occur when the electronic version is on a non-verifiable or unofficial
web site.

c. located in an online site where products are known to be changed
randomly. For example, this would occur when the product content may be
overwritten by different content.

d. very difficult to use, thus impeding access to data or content.  For
example, this can occur when the product design imposes technological
barriers to usage.

e. not cost-effective.  The costs associated with disseminating the online
product exceed those for the tangible product.  For example, this situation
may arise with fee-based online services.

f. fee-based, and created, all or in part, through the use of
non-appropriated funds.  For example, this can occur when the publishing
agency designates the product as cooperative.  44 U.S.C. Sec. 1903

4. If a product is disseminated to depository libraries online and a
tangible format is available, the tangible product will be distributed only
if the tangible product meets special conditions or needs, i.e., when:

a. there is a legal requirement to distribute the product in tangible
format.

b. the tangible product is of significant reference value to most types of
FDLP libraries, as may be the case with certain compilations, legal
resources, permanent legal records or products of historical importance.

c. the tangible product is intended to serve a special needs population.
For example, this could occur when the publication is in Braille or large
print.

d. the commonly-accepted medium of the user community is tangible format.
For example, this could apply to maps and/or charts.

e. the product is essential to the conduct of Government.  In the 1996
"Study to Identify Measures Necessary for a Successful Transition to a More
Electronic Federal Depository Library Program" GPO identified a core list of
"Paper Titles in the FDLP." When the following titles are published in paper
format they will be distributed to depository libraries in paper.

These essential titles are:

- Budget of the United States Government
- Catalog of Federal Domestic Assistance
- Code of Federal Regulations
- Congressional Directory
- Congressional District Atlas*
- Congressional Record (final bound edition)**
- County and City Data Book*
- Economic Report of the President
- Federal Register
- Foreign Relations of the U.S.
- List of Sections Affected (CFR)
- Public Papers of the President
- Statutes at Large
- State & Metropolitan Area Data Book
- Statistical Abstract of the U.S.
- Treaties and Other International Acts of the United States
- Treaties in Force
- U.S. Government Manual
- United States Code
- United States Congressional Serial Set (bound edition)**
- United States Reports
- Vital Statistics of the U.S.

*   Most recently published in CD-ROM format.
** Distribution is already limited to regional depository libraries and one
library in each state without a regional.

5. When a tangible product is to be distributed, the following format rules
will be applied.

a. The product will be distributed in the format issued by the publishing
agency, except if the format is paper.

b. A paper product will be reviewed for suitability for conversion to
microfiche.  If suitable, it will be converted; if not, it will be
distributed in paper.

6. LPS will not convert products that are issued solely in tangible format
to electronic format.  This approach may be reevaluated as circumstances
warrant.  The costs of the conversion process, and the official status of
the resulting online version, are important factors to consider.

7. When products are made available to depository libraries in multiple
tangible formats, regional depositories will generally retain the option to
receive multiple formats.  Reviews of multiple format distribution to
selective libraries will be made on a case-by-case basis.

Scope.

This policy pertains to all U.S. Government information products subject to
dissemination/distribution to depository libraries.  44 U.S.C. Sec. 1901

Application.

The Director, Library Programs Service, is responsible for ensuring that all
publications are disseminated and/or distributed to depository libraries in
the most effective manner.

Related Policy.

This policy relates to and augments the policy established in SOD 13, Format
of Publications Distributed to Depository Libraries.  August 22, 1983.


References:

"Depository Library Program," Title 44 U.S. Code, Sec. 1901-1916, 1994 ed.

"Format of Publications Distributed to Depository Libraries:" Superintendent
of Documents Policy Statement No. SOD-13, August 22, 1983.

MacGilvray, Marian W. and John M. Walters.  Electronic Capabilities of
Federal Depository Libraries, Summer 1994. Washington: Government Printing
Office, 1995.

"Priorities for Disseminating Electronic Products and Service from the U.S.
Government Printing Office. " Documents to the People, 20, no. 2 (June
1992): 78-79.

U.S. Government Printing Office. Report to the Congress: Study to Identify
Measures Necessary for a Successful Transition to a More Electronic Federal
Depository Library Program, as required by Legislative Branch Appropriations
Act, 1996, Public Law 104-53.  Washington: Government Printing Office, 1996.

U.S. Government Printing Office. Library Programs Service. Managing the FDLP
Electronic Collection: A Policy and Planning Document.  Washington:
Government Printing Office, 1998.

U.S. House. Making appropriations for the Legislative Branch for the fiscal
year ending September 30, 2001, and for other purposes. Conference Report
(H. Rpt. 106-796). Washington: Government Printing Office, 2000.

U. S. National Commission on Libraries and Information Science.  Report on
the Assessment of Electronic Government Information Products, prepared by
Westat, Rockville, Md. Washington:  Government Printing Office, March 30,
1999.
--- End Forwarded Message ---