This message is from Daniel P. O'Mahony.------Johnnie ---------------------------------------------------- >Date: Tue, 03 Oct 95 15:58:33 EDT >From: "Daniel P. O'Mahony (Documents)" <AP201159@BROWNVM> >Subject: DLC/MEMPHIS: Discussion questions October 2, 1995 >To: Attendees of the Fall Meeting of the Depository Library Council >From: Daniel O'Mahony, Chair, Depository Library Council >Subj: DISCUSSION GROUPS AT DLC MEETING As many of you know, the Fall Meeting of the Depository Library Council will be held on October 16-18, 1995, in Memphis, TN, at the East Memphis Hilton. At last count, more than 135 people had registered for the meeting. I think this high turn- out is indicative of the important developments surrounding the Federal Depository Library Program at this time and the commitment of depository librarians to the future of the FDLP... not to mention the sights, sounds, and other attractions that the city of Memphis has to offer! The purpose of this message is to elaborate on the preliminary agenda (posted separately) and outline the discussion groups that we will be having during the Council meeting. As many of you know, one of the most important developments affecting the future of the FDLP is the study and strategic planning process currently underway at GPO at the direction of Congress. In adopting the conference report to H.R. 1854 (the Legislative Appropriations Act of 1996), Congress asked the Public Printer to initiate a cooperative study to identify measures necessary for a successful transition to a more electronic FDLP. (See outline below or details) The study is being chaired by Wayne Kelley, Superintendent of Documents. An executive working group, chaired by Judy Russell, Director of GPO's Office of Electronic Information Dissemination Services, has been formed to carry out the study. The GPO Study Working Group includes members from a number of Federal agencies, all branches of government, and a representative from the depository library community. In Memphis, we will be devoting an entire day of the Council meeting (Tuesday) to the GPO Study and related issues. On Tuesday morning, Judy Russell and Wayne Kelley will give an outline and progress report on the study process. We will then break-up the audience into three groups; each group will discuss one of the following topics concerning an electronic FDLP: A. Legislative/Legal Issues B. Library Issues C. GPO Issues. The intent here is that the smaller groups will give people a greater opportunity to participate in the discussions. The assumptions and discussion questions for these groups are attached to end of this message. This information is provided here in order to give attendees an opportunity to consider these questions ahead of time in preparation for the Council meeting. On Tuesday afternoon, we will continue our discussion of the electronic future of the FDLP while concentrating more on library-centered issues. The discussion will focus on the theme: "Defining 'Depository Libraries' in the Electronic Information Age." The afternoon session will be a focused discussion on the following topics: A. Servicing the public in an electronic FDLP B. Managing on-site and remote access to multi-media information sources C. Assuring long-term access to government information D. Cooperation with Federal agencies. The input from the morning and afternoon discussion sessions will be directly used in two ways: (1) by the Depository Library Council in considering possible recommendations to the Public Printer; and (2) by GPO and the Study Group in the work on the study and strategic plan. Recognizing that input from the library community is critical to this process, Council has devoted as much time as possible on our agenda to open discussion of these issues. We look forward to your comments and your participation at the Fall meeting in Memphis. ================================================================ GPO Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program [From Senate Report 104-114, Legislative Branch Appropriations, 1996, pp. 48-49.] The Committee directs the Public Printer to initiate a study, under the direction of the Committee, that: * Examines the functions and services of the Federal Depository Library Program; * Surveys current technological capabilities of the participating libraries in the Federal Depository Library Program; * Surveys current and future information dissemination plans of executive branch agencies; * Examines and suggests improvements for agency compliance of relevant laws, regulations, and policies regarding Government information dissemination; * Identifies measures that are necessary to ensure a successful transition to a more electronically based program; * Identifies the possible expansion of the array of Federal information products and services made available to participating libraries; and * Ensures the most cost-efficient program to the taxpayer. The study shall include a strategic plan that will assist the Congress in redefining a new and strengthened Federal information dissemination policy and program. In conducting the study, it will be important for the Public Printer to work closely with the respective oversight and appropriations committees, executive branch agencies, other distributors of Federal documents and information products, the Library of Congress, the depository library community, the National Technical Information Service, users, the information industry, and other appropriate organizations. The completed study shall be available to Congress by March 1996. ================================================================ ASSUMPTIONS ABOUT THE FUTURE OF THE FEDERAL DEPOSITORY LIBRARY PROGRAM [The following assumptions on the future of the FDLP have emerged in the context of GPO's Study to Identify Measures Necessary for a Successful Transition to a More Electronic FDLP. The assumptions are based on congressional intent and direction, technological developments, and budgetary realities. These assumptions will serve as the basis for discussions at the Depository Library Council Fall Meeting in Memphis.] 1. The Federal Depository Library Program (FDLP) will be primarily electronic. 2. The law will be revised so that electronic information is clearly in scope for the FDLP. Agency participation in the FDLP will be required. 3. These factors will lead to changes in the structure of the FDLP. 4. The funding available to the FDLP from the legislative branch appropriation will not exceed the current level. PLANNING ISSUES FOR THE FEDERAL DEPOSITORY LIBRARY PROGRAM [The following questions will be used to facilitate discussion and input for the GPO Study at the Depository Library Council Fall Meeting in Memphis. This discussion on the GPO Study will take place during the morning session on Tuesday, October 17.] A. LEGISLATIVE/LEGAL ISSUES 1. Are the exemptions from depository publication eligibility presently in Title 44 U.S.C. still appropriate, and should they apply to electronic information (i.e., "those [publications] determined by their issuing components to be required for official use only or for strictly administrative or operational purposes which have no public interest or educational value and publications classified for reasons of national security;" and "so-called cooperative publications which must necessarily be sold in order to be self-sustaining")? 2. Should agencies be required or permitted to charge user fees for information developed at public expense? Are there barriers to access and usage associated with cost-recovery mechanisms? 3. Who should pay for depository CD-ROMs or other electronic information products and services not produced through GPO (e.g., agencies, GPO, other)? 4. Should the current structure of selective and regional depositories be changed to reflect open access to electronic information? If so, how? 5. What are the responsibilities of depositories, issuing agencies, GPO, the National Archives, and/or other partners in preserving electronic government information? 6. How can users determine if they have "official" information? Can or should electronic information be authenticated? B. LIBRARY ISSUES 1. How will depository libraries cope with the following administrative, service, and cost burdens that will likely accompany an increasingly electronic FDLP? (a) Technology - the need to procure, install, and maintain additional computer equipment, telecommunications services, and software. (b) Human resources - the need for additional technically skilled staff to operate electronic facilities in the library, and to assist users with electronic information services. (c) Local printing expenses and reader services - as printed documents give way to electronic media, libraries will face rising costs and administrative burdens in order to meet users' needs and demands for hard copy. (d) Loss of selectivity and control - the inherently expansive nature of Internet access could, in effect, make every library a "regional" for electronic information. The transient state of some information on the Internet complicates access and bibliographic control, and undermines the concept of reliable access to materials not selected by a library. 2. If electronic information is "free" over the Internet, what would motivate a library to become or continue as a depository? 3. What are depository library obligations when the Superintendent of Documents (SOD) points to information freely accessible at Federal activity sites? C. GPO ISSUES 1. What is the role of the SOD with respect to electronic information freely accessible at other Federal activity sites? 2. What arrangements can or should GPO make to obtain free access for depositories when an agency or its non-government agent charges fees? 3. What are appropriate criteria for converting paper products for direct electronic access or to physical electronic format? What should be the mix of media formats (e.g., CD-ROMs, diskettes, etc.), and what types of files should be available (e.g., ASCII, system-formatted, PostScript, etc.)? 4. What should be the modes for direct electronic access to information storage and retrieval sites (e.g., Internet, modem, etc.)? 5. What criteria should be used to determine the availability and method of delivery of electronic files at SOD sites? 6. What is the responsibility of GPO/FDLP in providing access to electronic files not immediately available online? ================================================================ DEFINING "DEPOSITORY LIBRARIES" IN THE ELECTRONIC INFORMATION AGE [The following topics and questions will be the basis of a focused discussion at the Depository Library Council Fall Meeting in Memphis on the role of depository libraries in an electronic Federal Depository Library Program. This discussion will take place during the afternoon session on Tuesday, October 17.] I. Servicing the public in an electronic FDLP A. What (unique) role will the library play? B. What support from GPO/Superintendent of Documents will be necessary? C. What institutional support will be required? D. Other issues/concerns related to this topic? II. Managing on-site and remote access to multi-media information sources A. What (unique) role will the library play? B. What support from GPO/Superintendent of Documents will be necessary? C. What institutional support will be required? D. Other issues/concerns related to this topic? III. Assuring long-term access to government information A. What (unique) role will the library play? B. What support from GPO/Superintendent of Documents will be necessary? C. What support from publishing agencies will be necessary? D. What institutional support will be required? E. Other issues/concerns related to this topic? IV. Cooperation with Federal agencies A. What (unique) role will the library play? B. What support from GPO/Superintendent of Documents will be necessary? C. What support from publishing agencies will be necessary? D. What institutional support will be required? E. Other issues/concerns related to this topic? ====================================================================== Daniel P. O'Mahony Phone: 401-863-2522 Government Documents Coordinator Fax: 401-863-1272 Brown University Library - Box A [log in to unmask] Providence, RI 02912 [log in to unmask]