Governmenr PublicationsReview, Vol. 5. No. 2. pp. 141-145

0 Pergamon Press Ltd. 1978. Printed in Great Britain 0093061x/78/0501-0141 502.00/0

DIRECT SALES BY OTHER AGENCIES

BILL BARRETT Deputy Assistant Public Printer, Washington D.C., U.S.A.

Abstract - This article is based on a speech given at the U.S. Government Documents Seminar, Merrill Library, Utah State University, Logan, Utah, during the month of July 1977.

Many people are under the impression that the Government Printing Office is the sole sales agent for

government documents, or that GPO administers the only depository library program. Not so! In addition to the sales and distribution functions of the Government Printing Office, there are a

number of other programs and activities that sell or distribute publications. This paper will touch on a few of these. In the depository area, there is the Housing and Urban Development Department Depository Library System, referred to as HUD 701 Planning Depositories. The Federal government first provided comprehensive planning assistance through the states to local agencies with the enactment of Public Law 83-560 on August 2, 1954.

Section 701 of this law established a Comprehensive Planning Assistance Program. The HUD system of depository libraries was established to permit certain libraries to receive “701” planning reports of the U.S. Department of Housing and Urban Development. The HUD system is a process of distribution and deposit of all 701-assisted reports for the purpose of reference and purchase by all interested parties. The system was established to insure wide dissemination of planning information and to encourage maximum use of federally-supported planning efforts. Components of the depository system include both documents and abstracts on deposit for reference use. In fact, there are three types of HUD depository libraries:

1. Planning Depositories 2. State Depositories 3. Planning School Depositories

Incidently, there are over 100 “701” planning depositories in the United States.

Let us now turn to a discussion of patent depositories, of which there are currently 25. According to the Constitution of the United States:

“Congress shall have power . . . to promote the progress of science and useful arts, by securing for limited times, to authors and inventors,the exclusive right to their respective writings and discoveries.”

The first patent law was enacted in 1790. Congress established the U.S. Patent Office to perform the function of issuing patents on behalf of the government. The Patent Office examines applications to ascertain if the applicants are entitled to patents; grants the patents if they are so entitled; publishes issued patents; records assignments of patents; maintains search files of U.S. and foreign patents; and a

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search file for public use in examining issued patents and records; and supplies copies of patents and official records to the public.

The Commissioner of Patents is authorized to supply copies of newly-issued U.S. patents to selected libraries, provided certain conditions are met. A clearly defined demonstration of need for locating a collection of patents in a community is a primary requirement. At the present time, all 25 patent depositories are located in highly concentrated and diversified industrial areas.

In order to obtain patent depository status, a library must make a written request to the Commissioner of Patents. The Commissioner is quite selective in designating depository status, as the number of patent copies available for distribution is limited.

United States Geological Survey Map Depositories, which are even another type of depository system, are located throughout the United States. When the U.S. Geological Survey (USGS) was created by an Act of Congress on March 3, 1879, it was charged with classifying the public lands; with examining the geological structure, mineral resources; and products of the national domain; and with disseminating the information it obtained.

Topographic and geological maps are only a small portion of the USGS publications, but they are among the most frequently used of all the Survey’s publications. The USGS collections represent a broad

range of coverage, from parts of a single state to nationwide. It should be noted that a number of map deposits on university campuses are located in Geography and Geology Departments, under the

supervision of department faculty members. These collections may exist in addition to other map collections on the same campus. A library can obtain USGS map depository status by written request to the USGS Publications Division, 12201 Sunrise Valley Drive, Reston, Virginia, 22092. There is usually no problem acquiring USGS map deposits, although specific needs, including types of maps and

geographic area, should accompany the request. It should be noted that the Geological Survey conducts an annual canvass to identify what changes, if any, are necessary in distributing maps to its depositories.

Almost all government depository libraries have elected to receive one or more of the 116 classes which include Census Bureau publications. The Census Bureau designated 181 additional special depositories in the 1950’s to insure wide dissemination of its reports. Thus, the Census Depository Libraries emerged. These depositories were chosen on the basis of

1. Population served by a public library 2. Enrollment in a college or university

3. Distance from the nearest government depository library.

As the number of government depository libraries increased, the need for special census depositories decreased. When a Census Depository Library becomes eligible to receive census reports through its new government depository library designation, it notifies the Census Bureau and requests discontinuation of its special status.

Although Title 44 provides that the Superintendent of Documents will sell and distribute public documents, subsequent legislation and directives have placed a number of other agencies in the sales area. The Government Printing Office has its own bookstores located around the United States, which make over-the-counter sales to the public. There are now 24 of them. GPO sells to bookdealers who resell the publications to the public. Again, Title 44 specifies that “a discount not to exceed 25 percent may be allowed to book-dealers and quantity purchasers.”

A number of consigned agents sell GPO publications. These agents are located in most government agencies and some are the only source of government publications that they handle. As examples: Federal Aviation Agency Office in Oklahoma City handles all Airworthiness Directives. The Defense Logistics Support Center at Battle Creek, Michigan, handles the Department of Defense Federal Item Identification Guides and Supplements (about 1.000 items).

In total, GPO has about 100 consigned agents. In the Department of Commerce there are a number of sellers of publications, the biggest of which is the National Technical Information Service having

Direct sales by other agencies 143

responsibility for sale of technical information. Last fiscal year their sales program grossed over $12

million.

The National Oceanic and Atmospheric Administration has a mission to explore, map, and chart the global ocean and to describe, monitor, and predict conditions in the atmosphere. NOAA prepares and issues nautical and aeronautical charts which are available for public sale. Last year NOAA sold $4

million worth of material directly to users. These were items such as marine navigational charts and maps, tide tables, tidal currents, coast pilots, daily river stages, and the climatological titles.

The Census Bureau continues to sell all of its about 100 series of current industrial reports, as well as three or four Current Construction Reports (such as C-25, C-42, and C-SO), and several highly technical government division reports, and infrequently-issued workings papers series. Also, by long-term agreement with the Superintendent of Documents, all advance and preliminary Census Reports are sold by the Bureau and only the final versions reach Superintendent of Documents sales channels.

The Patent Office takes in slightly over $2 million annually from sale of its patent copies, trademark copies, booklets, titles, general information concerning patents, and general information concerning

trademarks. Also, they sell classification definitions and weekly class lists directly to users.

The Commerce Department’s Domestic and International Business Administration operates 44 Field

Offices in major cities throughout the United States. These offices have acted as consigned agents of the Superintendent of Documents, offering for sale primarily commerce publications. In cities where there is

now a GPO bookstore, the field offices no longer act as consigned agents, as the bookstores have assumed that sales function. The Domestic and International Business Administration also sells about $160,000 annually of its trade lists and export licenses.

Under the Department of Health, Education, and Welfare there is the Eric system. Throughout the educational community, the predominant theme is accountability. Improved curriculum, news media, and more effective teaching methods are being designed and developed in laboratories and classrooms throughout the country, producing much valuable information. Often this information is contained in documents which do not always reach the people who need them. Therefore, the purpose of the Educational Resources Information Center - ERIC - is to provide ready access to this educational

literature.

ERIC was established as a national information system, originally designed and supported by the U.S. Office of Education and now located within the National Institute of Education (NIE). Through a network of specialized centers or “clearinghouses,” each of which is responsible for a particular educational area, current information relevant to education is monitored, acquired, evaluated, abstracted, indexed, and listed in ERIC reference products. Through these reference publications any

person has access to reports of innovative programs, curriculum materials, conference proceedings, bibliographies, outstanding professional papers, and reports of significant efforts in educational research and development.

The U.S. Geological Survey prepares, publishes, and revises maps of the National Topographic Map series, covering the United States and outlying areas. It operates the Map Information Office which collects and furnishes information concerning maps, aerial photography, geographic positions and elevations; coordinates mapping activities financed by Federal funds; and conducts research in topographic surveying and mapping. Topographic maps are for public sale!

The Defense Mapping Agency was established in January 1972, to serve as program manager and coordinator of all Department of Defense mapping, charting, and geodesy resources and activities. The Agency is responsible for providing nautical charts and marine navigation data for the use of all vessels of the United States and of navigators generally. Public sales of maps and charts are handled through the_ Topographic Center in Washington, D.C.

And, finally, The Library of Congress, established in 1800, provides an extensive collection of books and pamphlets on every subject in a multitude of languages. The library extends its service to the public

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in a variety of ways, including the photoduplication, at reasonable cost, of manuscripts, newspapers, maps in its collection.

And, now, a few additional comments about NTIS. The National Technical Information Service evolved from the Office of Technical Services, established within the Department of Commerce in 1946. The Office of Technical Services cataloged and made readily available to the public the technical literature accumulated during World War II.

Public Law 81-776, approved September 9, 1950, directed the Secretary of Commerce to establish and maintain a clearinghouse for Scientific, Technical, and Engineering (ST&E) information. The Office of Technical Services administered the clearinghouse until 1964 when the Department of Commerce formed the clearinghouse for Federal Scientific and Technical Information. In 1970 it was redesigned the

National Technical Information Service (NTIS). NTIS offers several products and services, such as - Selling technical reports in the form of paper copy, microform, or magnetic tape; - Selling journals and newsletters announcing acquired reports; - Making specialized subject searches; - Preparing NTIS bibliographic data files on magnetic tape; and - Automatically distributing microforms by subject

The breakdown of sales revenue for 1975 is as follows:

Sales Appropriations Processing Fees* Other 5

$ 8,973 2,126 1,049

633

Total Revenue $12,781

At the end of fiscal year 1974, NTIS had collected about 834,000 ST & E literature titles. Documents received in calendar year 1974 were from:

Department of Defense Energy Research and Development

Administration National Aeronautics and Space

Administration Other Federal Agencies Organizations in Foreign Countries Private (Domestic) Organizations State and Local Governments

Number of Percent Documents Of Total

21,284 33.0

13,387 21.0

7,987 13.0 20,579 32.0

278 0.4

198 0.3 160. 0.3

TOTAL 63,873 100.0

But a strange thing is happening in Washington. Some Federal agencies are not, and do not want, to provide their ST & E documents to NTIS. Specifically, Agriculture and Labor are not now submitting all ST & E documentation. There are indications that others such as HEW, HUD, GSA, and the SEC are beginning to hold back ST&E documents for NTIS. Why? Well, last year an Assistant Secretary dc Agriculture told GAO that (one) NTIS legislation does not require federal agencies to submit such data to NTIS and (two) legislation of certain Federal agencies authorizes them to collect and disseminate their

*Fees paid by federal and non-federal agencies to reimburse NTIS for the cost of processing documents into the NTlS system.

$Funding for special bibliographies, journals, and order processing for Federal agencies.

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own ST&E information. Another reason, according to a Department of Agriculture official, is that NTIS charges the Federal agencies for processing ST&E information into the NTIS system.

Several Federal agencies, including NTIS, are legally authorized to collect and disseminate “scientific,

technical and engineering information.” Agencies differently interpret what documents should be classified as ST and E. The need for a uniform definition should be explored.

Federal agencies charge different prices for the same ST&E documents. Are these agencies subject to the requirements of OMB Circular A-25 relating to user charges? Are agencies uniformly administering the circular? Do the practices followed provide for equitable charges to users of the information, regardless of where the user obtains the document?

Basically, regarding ST & E information, three steps are carried out by Federal agencies:

1. Preparing source material 2. Collecting and cataloging such information. 3. Packaging and disseminating such information.

In conclusion, a few activities of GPO should be emphasized. The List of Classes of United States Government Publications Available for Selection by Depository Libraries has been updated and shipped to depository librarians. The new issue contains an alphabetical index of government authors to aid librarians. The Depository Library Council to the Public Printer suggested such an index at their meeting in Boulder earlier last year. It is expected Council will provide further indexing suggestions to improve the List of Classes. Production of the publication is now on a quarterly schedule with the Inactive List of Classes to be published on an annual cycle.

The Five Year Cumulative Index to the Monthly Catalog for the period 1966 to 1970 is well into composition. About half of the material has been proof-read by the library staff. It is expected this latest effort will result in production and distribution before the end of the calendar year. In early 1978 work has been started on the 1971-1975 Cumulative Index to the Monthly Catalog.

Installation of the Library of Congress Marc II terminal controller and printer in the depository library offices is expected to be completed in early August. The unit will provide access to the Library of Congress Marc II Data Base. This project is another example of the much improved degree of cooperation being carried out between GPO and the Library of Congress.