Documents Librarianship Ahead of the Curve or Behind the 8 Ball?
-
date post
21-Dec-2015 -
Category
Documents
-
view
222 -
download
1
Transcript of Documents Librarianship Ahead of the Curve or Behind the 8 Ball?
Documents Documents LibrarianshipLibrarianship
Ahead of the Ahead of the Curve or Behind Curve or Behind
the 8 Ball?the 8 Ball?
FamilyFamily
Marriage licenseMarriage licenseBirth certificateBirth certificateDivorce decreeDivorce decreeChild supportChild supportDeath certificateDeath certificateFuneral home regulationsFuneral home regulationsEstate taxesEstate taxes
HealthHealthDrug approvalNutritional guidelines Terrorism and bioterrorismRegulation of nursing homes Medicare payment schedules for
hospitals
IncomeIncome
TAXESTAXESMinimum wageMinimum wageEqual employment opportunity Equal employment opportunity
guidelinesguidelinesConsumer price indexConsumer price indexCivil service salariesCivil service salariesSocial security and food stampsSocial security and food stamps
CommunityCommunityRoadsRoadsZoning ordinancesZoning ordinancesWater suppliesWater suppliesWaste disposalWaste disposalPower and cable industry regsPower and cable industry regsToxic waste cleanupToxic waste cleanupWeather alertsWeather alertsDisaster assistance????????????Disaster assistance????????????
HousingHousing
Certifies home repair contractorsCertifies home repair contractors and prosecutes ripoffsand prosecutes ripoffs
Building inspectorsBuilding inspectorsEnforces disclosure rules when getting a Enforces disclosure rules when getting a
mortgagemortgageConsumer pamphlets on renting, buying Consumer pamphlets on renting, buying
homes, and moving companieshomes, and moving companies
Student WorldStudent WorldStudent loansStudent loansWork study scholarshipsWork study scholarshipsCollege admission court decisionsCollege admission court decisionsResearch grants for faculty and Research grants for faculty and
academic departmentsacademic departmentsFederal depository librariesFederal depository librariesOriginally sponsored the internetOriginally sponsored the internetCopyright protectionsCopyright protections
BusinessBusiness
Regulates stock market Regulates stock market Technical researchTechnical researchPatentsPatentsTrade regulations and statisticsTrade regulations and statisticsEmployment regulationsEmployment regulationsSafety standardsSafety standardsLoans to start a small businessLoans to start a small business
RecreationRecreation
National park systemNational park systemPassportsPassportsAirport securityAirport securityGrant funding for the arts and Grant funding for the arts and
humanitieshumanitiesGenealogyGenealogyFishing and hunting licensesFishing and hunting licensesState park camping reservationsState park camping reservations
Who Uses Who Uses DocumentsDocuments
Public LibrariesPublic LibrariesTax forms, nutritional guides, Tax forms, nutritional guides,
Social Security, local zoning, Social Security, local zoning,
and genealogyand genealogy
Academic LibrariesAcademic LibrariesCongressional documents, Congressional documents,
statistics, treaties, geological maps, statistics, treaties, geological maps,
soil surveys, and technical reports soil surveys, and technical reports
Who Uses Who Uses DocumentsDocuments
Special LibrariesSpecial LibrariesLaws, regulations, and patentsLaws, regulations, and patents
Personal LifePersonal LifeTax forms, maps, absentee ballots, Tax forms, maps, absentee ballots,
fishing licensesfishing licenses
Plan for TodayPlan for TodayOfficial Summary of Documents Official Summary of Documents
LibrarianshipLibrarianshipTypes of DocumentsTypes of Documents
Distribution SystemsDistribution Systems
Federal Depository ProgramFederal Depository Program
REAL Scoop on Documents LibrarianshipREAL Scoop on Documents Librarianship
Fun Things We doFun Things We do
Challenges of Internet Access Challenges of Internet Access
What Is A What Is A GovernmentGovernment??
• National GovernmentsNational Governments
• State and ProvincialState and Provincial
• CountiesCounties
• Cities and Townships Cities and Townships
• Inter-Governmental AgenciesInter-Governmental Agencies
United Nations, SEMCOGUnited Nations, SEMCOG
What Is What Is DocumentDocument??Information in any format
produced at the expense
of a government – Grace’s Definition
What Is Document?What Is Document?“Government publication” as used in
this chapter, means informational matter which is published as an individual document at Government expense, or as required by law.-- 44 USC 1901
What Is Document?What Is Document?Contracted ReportContracted Report(funded by government; written by grantee)
Who owns copyright – Who owns copyright – the author or the public the author or the public
Does it fall under a depository Does it fall under a depository program program (i.e. free to libraries) (i.e. free to libraries)
What Is a What Is a Document?Document?
Published asPublished as Individual DocumentIndividual Document
Does Does publishedpublished include include internetinternet??
Does Does individualindividual include include databases? databases?
Types of DocumentsTypes of DocumentsAbout the GovernmentAbout the Government
1. Laws and Regulations1. Laws and Regulations2. Proposed Laws (Bills)2. Proposed Laws (Bills)3. Legislative Debates3. Legislative Debates44. . Executive Speeches Executive Speeches and Directivesand Directives5. Court Decisions5. Court Decisions
Types of DocumentsTypes of DocumentsSubject-OrientedSubject-Oriented
66. . Research and Research and InvestigationsInvestigations 7. Statistics7. Statistics 8. Copyright and Patents8. Copyright and Patents 9. Maps9. Maps10. Consumer Information10. Consumer Information
Document DistributionDocument Distribution
ExchangeExchange
Publications from one government Publications from one government sent to a library of another government sent to a library of another government for publications of equal valuefor publications of equal value
DepositoryDepository
Publications of one government given Publications of one government given to a library in return for public accessto a library in return for public access
Document DistributionDocument Distribution
SalesSalesWorks when have central Works when have central government printer or a vendor government printer or a vendor such as Bernansuch as Bernan
InternetInternetMost U.S., state, and local agencies Most U.S., state, and local agencies
as as well as UN have free documents on well as UN have free documents on internet. Other countries are internet. Other countries are
stingier.stingier.
University Depository University Depository CollectionCollection
MichiganMichiganUnited StatesUnited StatesCanadaCanadaUnited NationsUnited NationsFAOFAOAsian Development BankAsian Development BankEuropean Union (Law)European Union (Law)
Federal Depository SystemFederal Depository System
Beginnings– Unofficially in 1814– Extended to Executive Branch – publications in 1895
Library Eligibility– Congressional District = 2– Senate = 2 (one apiece)– Law Schools and Courts
1515thth Congressional District Congressional District
University of MichiganUniversity of Michigan LawEastern Michigan UniversityHenry Ford Comm CollegeMonroe County Lib System
Depository ProfilesDepository Profiles 52 regionals -1204 selectives 52 regionals -1204 selectives
RegionalsRegionals– Take all publicationsTake all publications– Approve disposalsApprove disposals– Administrative and trainingAdministrative and training– Library of MichiganLibrary of Michigan
SelectivesSelectives– Select types of publicationsSelect types of publications– Retain for five yearsRetain for five years– University of Michigan, University of Michigan University of Michigan, University of Michigan
Law, and Eastern MichiganLaw, and Eastern Michigan
Depository Item NumbersDepository Item Numbers7781 Item Numbers7781 Item Numbers
Agency + Type of PublicationAgency + Type of Publication
0461-D-05 = General publications of the Education Department
0140-A-03 = Housing Units (EL) 0573-C = Federal Register (P) 0573-D = Federal Register (MF) 0573-E = Federal Register (EL)
Documents Data Miner http://govdoc.wichita.edu/ddm/GdocFrames.asp
Item Lists http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html
Electronic shipping lists http://fedbbs.access.gpo.gov/fdlp01.htm
Administrative Notes http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html
Technical Supplement http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.html
Depository ToolsDepository Tools
http://www.lib.umich.edu/govdocs/gid/
rusbibl.html
Mandatory selections, record-keepingMandatory selections, record-keeping Preservation, disaster recovery, weedingPreservation, disaster recovery, weeding Computer workstations, internet filtersComputer workstations, internet filters Reference and electronic accessReference and electronic access
Depository GuidelinesDepository Guidelines
Collection Collection DevelopmentDevelopment
Written Collection PolicyWritten Collection Policy
– UMich selects about 85%UMich selects about 85%
– Receives $60,000 in federal documentsReceives $60,000 in federal documents
– Spends approx. $300,000 per year to amplify Spends approx. $300,000 per year to amplify federal collectionfederal collection
Weeding PolicyWeeding Policy
– 5 year retention; then offer to regional5 year retention; then offer to regionalPreservation DigitizationPreservation Digitization
CollectionCollection OrganizationOrganization
OptionsOptions– Separate Collection by SuDocs #Separate Collection by SuDocs #
See Slide 33See Slide 33
– Integrated with Non-DocumentsIntegrated with Non-Documents
Success of EitherSuccess of Either– Enthusiasm of LibrarianEnthusiasm of Librarian– Time to SpecializeTime to Specialize
University of Michigan University of Michigan DocumentsDocuments
Consolidated in Five LibrariesConsolidated in Five Libraries– Art, Architecture and EngineeringArt, Architecture and Engineering– ScienceScience– Public HealthPublic Health– MapsMaps– GraduateGraduate
Documents Center CoordinatesDocuments Center Coordinates Serials Records - ProcessingSerials Records - Processing
Cataloging HistoryCataloging History
Library of Congress cataloged some documents but not all
Libraries used SUDOCS number to arrange collection
Monthly Catalog or browsing by agency as access point
Shipping List Provides Shipping List Provides SUDOCS NumberSUDOCS Number
Bibliographic RecordsBibliographic Records
Commercial Cataloging TapesCommercial Cataloging TapesData Base Management Data Base Management Catalog IndividuallyCatalog IndividuallyCombination ApproachCombination Approach
Bibliographic Records Bibliographic Records at Michiganat Michigan
Historical cataloging of all but Historical cataloging of all but
fiche, Congressional, pamphletsfiche, Congressional, pamphletsMARCIVE implemented Feb. 2003MARCIVE implemented Feb. 2003Shipping list and full records for Shipping list and full records for
monographs, serials and electronicmonographs, serials and electronic
Physical AccessPhysical Access
Required for Congressional DistrictRequired for Congressional District Includes access to non-filtered internetIncludes access to non-filtered internet Automatic for Public InstitutionsAutomatic for Public Institutions Private Institutions May Use Private Institutions May Use
– Check-In without Identification– Separate Hours for Public– Separate Doors for Documents
GPO Biennial SurveyGPO Biennial Surveyhttp://
www.access.gpo.gov/su_docs/fdlp/bisurvey/index.html
Self-Study or InspectionSelf-Study or Inspectionhttp://
www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/selfstud.html
Depository Depository SurveillanceSurveillance
FUN JOB!FUN JOB!
Follow Information Follow Information
from Creationfrom Creation to Deliveryto Delivery
Doc Librarian’s LifeDoc Librarian’s LifeAdvise government and publishers on
creating materials.SelectionCatalogingInstructionCreating web materialsPreservationProfessional conferencesBug the government when they bug you
ReferenceReference
Helping real Helping real peoplepeople
is the fun is the fun part of part of
the jobthe job
Documents Center Documents Center StaffStaff
Catherine Morse, international documents and SI professor, public policy
Shevon Desai, econ, soc and psych Jennifer Green, numeric and spatial data Ash Brown, Kent Randell, Ray Walling,
Alex Watson, SI Grace York, coordinator & federal,
political science
Sample Reference QuestionsSample Reference Questions History of an 1870s lighthouseHistory of an 1870s lighthouse Translations of Chinese statements Translations of Chinese statements
on Sino-Soviet spliton Sino-Soviet split How many times has John McCain voted with How many times has John McCain voted with
the Democrats?the Democrats? Cost of living in San Francisco and HonoluluCost of living in San Francisco and Honolulu Poverty in Detroit Neighborhoods, 1970Poverty in Detroit Neighborhoods, 1970 How to reinstate voter registration after two How to reinstate voter registration after two
rounds of prisonrounds of prison
Documents Question CluesDocuments Question Clues
•Legal MaterialLegal Material
•StatisticsStatistics
•Government Official or Agency Government Official or Agency Mentioned in QuestionMentioned in Question
•Obvious government publicationObvious government publication(e.g. Duelfer or 9/11 Commission report)(e.g. Duelfer or 9/11 Commission report)
• Expert on the subject is a Expert on the subject is a government employee government employee (not always (not always obvious)obvious)
Expert on Subject?Expert on Subject?
Some are obviousSome are obvious- - State Dept. for passportsState Dept. for passports- INS for naturalization - INS for naturalization - Census Bureau for Census- Census Bureau for Census
Some are unclear, Some are unclear, e.g. baby cribse.g. baby cribs- - Consumer Reports (commercial)Consumer Reports (commercial)- Consumer Product Safety - Consumer Product Safety Commission (government) Commission (government)
Finding AnswersFinding AnswersStandard Reference ToolsStandard Reference Tools
Bibliographies, Laws, Congress, Bibliographies, Laws, Congress, StatisticsStatistics
Google’s Uncle SamGoogle’s Uncle Sam93% of current docs on internet93% of current docs on internethttp://www.google.com/ig/usgov
Browse AgencyBrowse AgencyBibliographyBibliographyWeb siteWeb sitePublications themselvesPublications themselves
UMich Documents SiteUMich Documents Sitehttp://www.lib.umich.edu/
govdocs/
WEB MISSIONWEB MISSION
Reference ToolReference Tool
InstructionInstruction
Are Documents Librarians Are Documents Librarians Ahead of the Curve?Ahead of the Curve?
Or Behind the 8 Ball?Or Behind the 8 Ball?
Issues in Documents Issues in Documents Librarianship - 2007Librarianship - 2007
AHEAD – Primary Collection is Electronic– Proportion of Remote Reference– No Choice on Appropriate Formats– Long-Term Preservation/Use
EIGHT BALL – Primary Collection is Electronic– Depository Library Dropouts– Downsizing Documents Departments
Documents Center StaffingDocuments Center Staffing Official public service hours from 59 to
22-1/2, primarily staffed by SI students
Staff doors open to reference room
Backup and research consultations available 9-5 weekdays (usually 30-90 minutes)
Email and webmail service available 7 days per week (15 to 90 minutes apiece)
Decline of In-Person Decline of In-Person Reference at MichiganReference at Michigan
0
2000
4000
6000
8000
10000
12000
FY1996
FY1998
FY2000
FY2002
FY2004
FY
2006
Rise in Web Access of Rise in Web Access of Documents Center Web SiteDocuments Center Web Site
0
10
20
30
40
50
60
FY1996
FY1998
FY2000
FY2002
FY2004
FY 2006
Reference FY 2006Reference FY 2006
1,669 in person and email questions
827,080 web reference answers
828,749 questions total
When Internet Only A When Internet Only A ProblemProblem
Material requires long term reading (books as opposed to journal or newspaper articles)
Browsing Required to Understand the Context
(laws, regulations, some statistical compendia)File Size Too Large to Deliver on Internet (70
MB Duelfer Report on Iraqi WMD)
GPO DistributionGPO Distribution
19921992
Paper 19,000Paper 19,000
Microfiche 50,000Microfiche 50,000
CD-ROMS 182CD-ROMS 182
InternetInternet 0 0
20022002
8,3078,307 5,5255,525
480480
20,58520,585
20062006
10,070
22,821
GPO DistributionGPO Distribution
In 2006, 93% of all federal government publications are on the internet
Selected Essential TitlesSelected Essential Titles
Constitution, U.S. Code, Constitution, U.S. Code,
Statutes at LargeStatutes at LargeBudget, Monthly Labor Budget, Monthly Labor
ReviewReviewCFDA, Statistical AbstractCFDA, Statistical AbstractEconomic Report of the Economic Report of the
PresidentPresident
http://www.access.gpo.gov/su_docs/fdlp/pubs/estitles.html
Material Disappears for Material Disappears for Political or National Security Political or National Security
ReasonsReasonsPipeline mapsPipeline maps
Hazmat materials transportation Hazmat materials transportation info info
Nuclear powerplant informationNuclear powerplant information
GPO recalled CD-ROM on water GPO recalled CD-ROM on water resourcesresources
CRS Issue BriefsCRS Issue Briefs
Web pages of former CongressmenWeb pages of former Congressmen
Limitations of Way Back MachineLimitations of Way Back Machine
Preservation EffortsPreservation Efforts
GPO copies documents; GPO copies documents; substitutes copy if item substitutes copy if item disappears from agency web disappears from agency web site using PURLsite using PURL
National Archives designated National Archives designated as GPO partneras GPO partner
Creating a collection of last Creating a collection of last resort (dark archive) for paper resort (dark archive) for paper and electronicand electronic
Cybercemetery at University Cybercemetery at University of North Texas of North Texas
Retrospective ConversionRetrospective Conversion
GPO may partially fund GPO may partially fund
libraries for retrospective libraries for retrospective conversionconversion
GPO may do some GPO may do some conversion itselfconversion itself
GOOGLE looking better all GOOGLE looking better all of the timeof the time
Technological ChangeTechnological Change
Old versions of Adobe Acrobat Old versions of Adobe Acrobat
may not be compatible with may not be compatible with
newer versionsnewer versions
1990 Census CDs don’t run well on 1990 Census CDs don’t run well on
Windows XPWindows XP
Before microfiche there Before microfiche there
was microprint!was microprint!
No one in government wants to pay No one in government wants to pay
for migrating old datafor migrating old data
Data Migration to New Data Migration to New FormatFormat
Who will step up to the plate?
Effect on LibrariesEffect on Libraries
ALL libraries can have access to 93% of depository documents via the internet
No collateral for expense of GPO rules
Libraries Dropping Out of Libraries Dropping Out of ProgramProgram
About 50 smaller libraries About 50 smaller libraries
have left the FDLP in the have left the FDLP in the past three yearspast three years
Detroit Public is Detroit Public is withdrawing from regional withdrawing from regional statusstatus
Incentives to Remain a Incentives to Remain a DepositoryDepository
Prestige factor?Prestige factor?Some free print Some free print
publications (e.g. hearings) publications (e.g. hearings) and passwords to some and passwords to some databases (e.g. STAT-USAdatabases (e.g. STAT-USA))
Depositories MUST offer their Depositories MUST offer their entire retrospective collection entire retrospective collection to the regional when they leaveto the regional when they leave
Documents Documents Departments Departments DisappearingDisappearing
Many separate documents departments have combined with general reference (Penn State, Berkeley, Duke, Iowa, UIC)
Documents Center reduced hours due to budget cuts and irregular use
Some functions can be outsourced; reference experience irreplaceable
Need for Documents Need for Documents Reference SpecialistsReference Specialists
Specific Specific At least 60% require over At least 60% require over
5 minutes - sometimes 15-905 minutes - sometimes 15-90 Use multiple formats (paper, Use multiple formats (paper,
fiche, CD, internet for one fiche, CD, internet for one question)question)
Must manipulate spreadsheetsMust manipulate spreadsheets May require interpretationMay require interpretation
How Librarians LearnHow Librarians Learn
Library school classesTaking specialized classes or
training sessionsExtended, off-desk referenceTeaching your own classesPreparing bibliographiesAdopting a mentorLots of experience
Critical Need for Critical Need for Subject SpecialistsSubject Specialists
Catherine Morse
[email protected] York