----------------------------Original message---------------------------- THE FOLLOWING IS BEING POSTED ON GOVDOC-L, MAPS-L, AND LAW-LIB. ----------------------------------------------------------------- | T H E D U P O N T C I R C L E R E P O R T E R | | | | An Informal Newsletter for the Federal | | Depository Library Community | | September 9, 1993 No. 12 | ----------------------------------------------------------------- CONTENTS: * PRELIMINARY AGENDA FOR CHICAGO CONFERENCE * CONFERENCE HOTEL INFORMATION ----------------------------------------------------------------- PRELIMINARY AGENDA FOR CHICAGO CONFERENCE The Conference on the Future of Federal Government Information will be held October 29-31, 1993, at the Allerton Hotel in Chicago, Illinois. This is a WORKING CONFERENCE for the depository library community. (Please see DCReporter No. 11 for further information.) Registration deadline for the conference is SEPTEMBER 24, 1993. Below is the preliminary agenda for the Chicago Conference. This information will be sent to all conference registrants and is posted here in an attempt to communicate to the broader depository community the scope and focus of the Chicago Conference. --------------------------------------------------------------- [Text of confirmation notice to be sent to registrants of the Conference on the Future of Federal Government Information] To: Conference Registrants From: Conference Coordinating Committee Subj: Conference on the Future of Federal Government Information Thank you for registering for the Conference on the Future of Federal Government Information, and welcome to the effort to help redefine the future of the Depository Library Program and access to federal government information. All participants attending this Fall's working conference are being assigned to a topical discussion AREA prior to the conference. The topical AREA to which you are assigned is AREA # _____. Contained on the disk enclosed with this mailing are discussion documents prepared by the Depository Library Council, the Dupont Circle Group, and the ALA Government Documents Round Table, as well as other pertinent professional literature relevant to changes in the government information environment. For a complete list of the contents on the disk, please print the READ.ME file contained on the disk. All participants are expected to review the background information pertinent to their topical AREA so as to "hit the ground running" when they arrive at the conference in Chicago. We are NOT allocating ANY time for preparation during the conference. You are encouraged to rough out your thoughts in writing on paper or disk prior to the conference. In addition to coming prepared, you should know that you are expected to come ready to work during AND after the conference. It is very likely that aside from post-conference writing assignments, other conference follow-up work will evolve requiring substantial commitment over an undetermined period of time, but at minimum for the next several weeks following the Chicago Conference. The conference organizers hope that you will attend ready to participate in the conference activities and volunteer for ongoing work after the conference. In registering for the conference, you indicated a preference for assignment to one of five broad topical AREAS. To the extent possible these preferences have been observed. Specific WORK GROUPS have been identified for four of the topical AREAS. The WORK GROUPS focus on particular aspects of the broader AREAS. Most of the work during the conference will be done in the WORK GROUP setting. The AREAS and WORK GROUPS for the conference are: AREA 1 Articulation of the Program AREA 2 Framework for the Program WORK GROUP A: Role of Libraries in Program WORK GROUP B: Administration of Program AREA 3 Depository Community Reform and Development WORK GROUP A: Challenge of Electronic Information WORK GROUP B: Organizational Reform AREA 4 Collaboration, Outreach, and Education WORK GROUP A: Library/public Stakeholders WORK GROUP B: Public/private Info. Providers WORK GROUP C: Educational Programs AREA 5 Legislative and Regulatory Reform WORK GROUP A: Identifying Necessary Reforms WORK GROUP B: Strategic Action Plan (Below is a complete description of the AREAS and WORK GROUPS.) You should focus your pre-conference preparations both on the broad issues of the AREA to which you have been assigned and on the specific questions and ideas related to the WORK GROUPS in your AREA. Final assignments to individual WORK GROUPS will be done at the conference. (Some adjustments to these assignments may be necessary to balance participation/work load in all AREAS.) * * * * * * * * * * * * * * * AREA I: Articulation of the Program (Facilitator: Sandy Peterson, Yale University). This AREA is concerned with the background and development of the Depository Library Program, mission, goals, and benefits of the program. Work in this AREA will include describing briefly the history of the DLP and will provide a more detailed discussion of developments that have led to the need for restructuring the program. It will develop a statement of mission and goals for a federal information access and dissemination program drawn from a review of the professional literature to this point and based upon the "Life Cycle of Government Information" as outlined in the Dupont Circle discussion documents. The group will develop a final statement of the mission and goals that will reflect the views of conference participants. It will compose variations of a preamble for the mission and goals statement that will permit the statement to be presented to a variety of governing bodies at federal, state and local levels of government. Much of the work of this AREA will be completed PRIOR to arriving in Chicago. (The target deadline for finalizing a mission statement and goals is early in the conference; thus, those assigned to AREA 1 may also be able to participate in one of the other AREAS during the Chicago conference.) AREA 2: Framework for the Program (Facilitator: Diane Garner, Harvard University). This AREA is concerned with developing the framework for a consensus model for the NEW federal information access and dissemination program. It will be based on the various aspects of the government information life cycle adopted by the Dupont Circle Group. This includes the creation, distribution, access, use, evaluation, and preservation of government information. Participants in this AREA will examine the Association of Research Libraries model outlined in the Depository Library Council report on alternatives for the future of the DLP, and the Federal Information Service Centers and Government Information Access Centers models proposed by the Dupont Circle Group. The Depository Community Consensus model will include the appropriate elements of these models and other proposals which arise in the discussions. Work in this AREA must be based on the overall mission of the program. Consequently, WORK GROUPS in this AREA will need to communicate with AREA 1. Work Group A: This group will delineate the organization and role of libraries within the NEW program. It will consider how depository libraries/service centers will be organized and "networked" to meet the future mission and goals of the DLP/government information access and dissemination system. In this work the group will consider the questions: 1) will there be different types of libraries in the system; 2) what will be the function of the libraries; 3) should different types of libraries be responsible for different services; 4) what types of organizational relationships will be required among the libraries/service centers; and 5) should the program/system be laid out geographically or according to some other plan? In short, how will the libraries within the NEW program be organized to best provide user access and services? Work Group B: This group will delineate how the NEW library program will be administered by the government and the libraries. Questions this group will examine are: 1) will the program be administered under a single central federal agency; 2) if so, which agency should that be; 3) how will libraries participate in an have influence over administration of the program; and 4) what will the new depository/access agreement be between participating institutions and the government? The group will concentrate on the goals and mission of the government information access and dissemination program based on the elements of the life cycle of government information. AREA 3: Depository Community Reform and Development (Facilitator: Anne Watts, St. Louis Public Library). This AREA focuses on short term strategies for immediate reform to the current program which will lay the foundation for a new program structure in the future. The work in this AREA will delineate the responsibilities and recommend priorities for the GPO and depository libraries in facing the current fiscal, organizational, and technological challenges to the program. Participants will recommend organizational changes to be made both in the DLP and GPO to prepare for the transition into the new government information access and dissemination program. Work Group A: This group will examine steps that the GPO and depository libraries can take in the immediate future to prepare this community for the increased availability of government information in electronic formats and the implementation of the GPO Access law. For example, should the GPO establish a "one stop" gateway to federal online data bases? Should GPO use Gopher or WAIS software to connect to other agencies' online systems? What procedures should GPO establish to solicit advice on software and online networked systems packages? Should the GPO distribute hardware to libraries? How do libraries prepare for an electronic future? What are the technical requirements for libraries disseminating electronic government information? Work Group B: This group will assess organizational changes that can be made within the depository community and GPO to improve access and dissemination services with specific focus on the question of what must be done organizationally to prepare for the future. Several proposals were published in the "Librarians Manifesto" (_Government Publications Review_, 20:121-140) which suggest organizational changes for the libraries in the program ranging from shared regionals to basic document centers. The "Manifesto" also discusses an evolutionary process by which the GPO might move through a transition from being a printing house for the government to an information disseminator, gateway, and coordinator. Other topics include, but are not limited to, education and training, the inspection program, the role of regionals, alternative dissemination options. AREA 4: Collaboration, Outreach, and Education (Facilitator: Jack Sulzer, Pennsylvania State University). Participants in this AREA will develop strategies which the depository library community can employ to increase the role of depository libraries and librarians in delivering federal government information in a future of multiple government information providers where many diverse professional and user groups have a stake in how federal information resources are disseminated and accessed. Development of these strategies will acknowledge the significance of other stakeholders and will consider collaborative efforts with these groups, including information users, private sector information providers, and related interest groups such as CNI, APDU, IASSIST, and others. Particular focus will be given to development of programs which support library outreach, education, funding, and cooperative networking at the state and local level, and to examination of how librarians should work with other stakeholders to establish these programs. In other words, what will be the role of depository libraries within the broader context of government information delivery, and how will it become an integral part of a broader system? Work Group A: This group will develop strategies for identifying and working with other library groups and public stakeholder organizations that are advocates for better user access to government information. The group will outline the activities and advocacy initiatives of these other groups. It will identify steps that depository librarians may take to participate actively with other groups in the planning and establishment of various programs that advance government information access issues. Work Group B: This group will examine strategies for identifying and working with government information providers both private and public. It will focus on the questions: 1) what sources of government information, other than the DLP, and what forms of public access to that information exist that depository librarians should know about and contribute to; 2) what is the program's role in coordinating these various sources of access to government information for the user; 3) what are the steps to be taken for depository librarians to participate in various local, state, and national initiatives to network government information from multiple sources and through multiple services either outside of or in combination with libraries? Work Group C: This group will focus on describing new programs for the training and continuing education of government information librarians; educating government information providers about the library program; educating other librarians and end users about the program and government information access; and strategies for developing local educational opportunities. AREA 5: Legislative and Regulatory Reform: Policy development and the technical legal structure (Facilitator: Steve Hayes, University of Notre Dame). This AREA is related to AREA 4, but it is limited to developing a political/legal agenda, and a strategy for presenting it to the "power brokers" of the various library professional associations and lawmakers at all levels of government. The WORK GROUPS of this AREA will identify new legislation and regulations required and amendments and changes needed; outline a strategy for developing new legislation and rules; develop the action plan for submitting this proposal to the library associations, to Congress, and to Executive Agencies (i.e., developing a plan to broaden the constituency and build support, getting other groups to join in developing the specific legislative and regulatory language and activities needed to implement this proposal). Work Group A: This group will identify specific legislative or regulatory changes that will be required to implement the consensus recommendations of the conference. Participants in this group will be assigned to attend the meetings of other conference WORK GROUPS in AREAS 2, 3, and 4, and to bring back to the work group action items that may require changes to regulation and legislation. Work Group B: This group will develop a strategy for proposing legislative and regulatory reforms that may be required to implement the consensus recommendations of the conference. This strategy will focus on building support and broadening the constituency, and on examining means for approaching legislators and regulators. The group will consider strategies for carrying forward a developmental plan of legislative action within the various library associations and building cooperative efforts with other stakeholder groups to develop a specific legislative agenda in a future stakeholders conference. * * * * * * * * * * * * * * * DRAFT CONFERENCE SCHEDULE CONFERENCE ON THE FUTURE OF FEDERAL GOVERNMENT INFORMATION OCTOBER 29-31, 1993, CHICAGO, IL [Note: Conference participants are responsible for their own meals. Lunch and dinner TIME SLOTS are indicated below; NO meals will be provided as part of the conference.] THURSDAY, OCTOBER 28 7:00 p.m. Pre-conference meeting of Area Facilitators FRIDAY, OCTOBER 29 8:00 - 8:45 a.m. Check-in of conference registrants. 9:00 a.m. Introductions and overview of agenda (Julia Wallace, Conference co-chair). 9:30 - 11:30 a.m. 1st Plenary Session: Includes: updates on most recent developments relating to the national information infrastructure (Prue Adler, ARL), GPO activities (Susan Tulis, GODORT/DOWG chair), and other federal agencies and activities (Sandy Morton-Schwalb, SLA); overview of Areas/Work Groups (Julia Wallace and Anne Watts). 11:30 a.m. - 1:00 p.m. LUNCH 1:00 - 4:00 p.m. Area Session No. 1: During this session, each Area group will complete two exercises: (1) examine the current state of the FDLP/NII environment and discuss what the future--5 years--will be like if the status quo is maintained; (2) review the draft mission statement and goals of a federal information access and dissemination program, preparing comments for Area 1. **DEADLINE (4:00 p.m.): Comments on draft mission statement and goals to Area 1. 4:00 - 4:30 p.m. Overview of Area and Work Group Assignments: Each Area will review the conference schedule with respect to assignments and deadlines pertaining to their Area and Work Groups. 4:30 - 6:30 p.m. DINNER 6:30 Work Group Session No. 1: Break-out into Work Groups to begin discussion and work on assignments. 10:00 p.m. End of scheduled time. SATURDAY, OCTOBER 30 8:00 - 8:30 a.m. Meeting of Area Facilitators and Work Group leaders 8:30 - 9:30 a.m. 2nd Plenary Session: Update reports from Area facilitators. 9:30 - 11:30 a.m. Work Group Session No. 2: Work sessions continue. 11:30 - 1:00 p.m. LUNCH 1:00 - 4:30 p.m. Work Group Session No. 3: Work sessions continue. **DEADLINE (4:30 p.m.): Work Group drafts due. 4:30 - 6:30 p.m. DINNER 6:30 - 8:00 p.m. Area Session No. 2: Reconvene in Area groups to discuss Work Group draft reports. 8:00 - 10:00 p.m. - Area Session No. 3: Area groups prepare draft reports (detailed outlines). **DEADLINE (9:00 a.m. Sunday): Area draft reports due. 10:00 p.m. End of scheduled time. SUNDAY, OCTOBER 31 8:00 - 9:00 a.m. Meeting of Area Facilitators. 9:00 - 11:30 a.m. 3rd Plenary Session: Reports from Areas. 11:30 - 1:30 p.m. LUNCH (Area Facilitators will meet during lunch to coordinate final logistics). 1:30 - 3:00 p.m. Final Plenary Session: Conference wrap-up. 3:00 p.m. Scheduled close of conference. POST-CONFERENCE: Sunday, October 31, 3:00 p.m. Post-conference meeting of Area teams: Work teams from each Area will meet to discuss assignments for writing of final draft reports. **DEADLINE (Wednesday, November 3, 1:00 p.m.): Target deadline for first draft of Area reports. **DEADLINE (November 17): Deadline for draft report. **************************************************************** CONFERENCE HOTEL INFORMATION The Chicago Conference on the Future of Federal Government Information will be held October 29-31, 1993, in the Allerton Hotel, located at 701 N. Michigan Avenue, Chicago, IL 60611 (phone: 800-621-8311). Conference registrants are responsible for making their own hotel arrangements. A block of 100 rooms has been reserved at the Allerton Hotel under the name "DUPONT CIRCLE GROUP." All meetings of the Chicago Conference will be held in the Allerton Hotel. This is also the location of the Fall Meeting of the Depository Library Council, which will take place November 1- 3, 1993. Conference room rates are: $79 single/double; $89 suite (2 persons, additional for 3-4 in suite). Add 14.9% tax. Confirm with credit card. Parking is not provided by the hotel; parking lots may charge $10-20 per day. The Allerton is a 26-story Italian Renaissance-style hotel located in the heart of the Magnificent Mile's shopping, business, and entertainment areas, two blocks from Water Tower Place and the Hancock Building, and 10 minutes from the Loop. It is a 40 minute drive from O'Hare International Airport, 10 minutes from Midway Airport, 1 mile from Northwestern Railroad Station, and 1.2 miles from Union Railroad Station. Registration deadline for the conference is SEPTEMBER 24, 1993. Conference registration forms must be sent separately to: Diane Garner, Harvard University, Widener Library, Government Documents & Microforms, Cambridge, MA 02138, phone: 617-495-2479, fax: 617-495-0403. A $20 conference registration fee is required. Make checks payable to: DIANE GARNER; please note on the check: CHICAGO CONFERENCE REGISTRATION. Dupont Circle Reporter/Number 12/September 9, 1993 ################################################################