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Documents Documents LibrarianshipLibrarianship
Love at First Love at First SightSight
How Does Government Affect How Does Government Affect YOUR Life? YOUR Life?
FamilyFamily HealthHealth IncomeIncome Housing Housing CommunityCommunity RecreationRecreation StudentsStudents BusinessBusiness
FamilyFamily
Marriage licenseMarriage licenseBirth certificateBirth certificateDivorce decreeDivorce decreeChild supportChild supportDeath certificateDeath certificateFuneral home regulationsFuneral home regulationsEstate taxesEstate taxes
HealthHealthVaccines (funding for development and
regulations)Nutritional guidelines Bioterrorism interventionDrug approvalRegulation of nursing homes Medicare payment schedules for
hospitals
IncomeIncome
TAXESTAXESEqual employment opportunity Equal employment opportunity
guidelinesguidelinesConsumer price indexConsumer price indexCivil service salariesCivil service salariesMediation in labor disputesMediation in labor disputesSocial 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 assistanceDisaster assistance
HousingHousing
Certifies home repair contractors and Certifies home repair contractors and prosecutes ripoffsprosecutes 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
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
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 (sometimes)Regulates stock market (sometimes)Technical researchTechnical researchPatentsPatentsTrade regulations and statisticsTrade regulations and statisticsEmployment regulationsEmployment regulationsSafety standardsSafety standardsLoans to start a small businessLoans to start a small business
Who Uses Who Uses DocumentsDocuments
Public LibrariesPublic LibrariesTax forms, nutritional guides, Social Security, Tax forms, nutritional guides, Social Security,
local zoning, and genealogylocal zoning, and 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, and absentee Tax forms, maps, and absentee
ballots ballots
What Is A What Is A Government?Government?
Legal Authority and Tax PowerLegal Authority and Tax Power• 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 Document?What Is Document?
Information in any format
produced at the expense
of a government
Types of Types of DocumentsDocuments
1. Laws and 1. Laws and RegulationsRegulations2. Proposed Laws 2. Proposed Laws (Bills)(Bills)3. Legislative 3. Legislative DebatesDebates4. Executive 4. Executive Speeches Speeches and and DirectivesDirectives5. Court Decisions5. Court Decisions
Types of Types of DocumentsDocuments
6. 6. Research/InvestigationsResearch/Investigations 7. Statistics7. Statistics 8. Copyright and 8. Copyright and PatentsPatents 9. Maps9. Maps10. Consumer 10. Consumer InformationInformation
Document DistributionDocument Distribution
• Filed in a drawer or Filed in a drawer or archivearchive• SoldSold• Exchange programsExchange programs• Depository programsDepository programs• InternetInternet
Exchange and Exchange and Depository ProgramsDepository Programs
ExchangeExchange
Publications from one government sent Publications from one government sent to a library of another government for to a library of another government for publications of equal valuepublications 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
University Depository University Depository CollectionCollection
MichiganMichiganUnited StatesUnited StatesCanadaCanadaUnited NationsUnited NationsFAOFAOSouth Pacific CommissionSouth Pacific CommissionAsian Development BankAsian Development BankEuropean Union (Law)European Union (Law)
Federal Depository Federal Depository DesignationDesignation
Congressional District = 2Senate = 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 53 regionals -1244 selectives 53 regionals -1244 selectives
50% Academic50% Academic20% Public20% Public30% Remainder30% Remainder
Law and specialFederal agencies and courtsState libraries and courtsMilitary academies
Depository ProfilesDepository Profiles 53 regionals -1244 selectives 53 regionals -1244 selectives
RegionalsRegionals– Take all publicationsTake all publications– Approve disposalsApprove disposals– Administrative and trainingAdministrative and training– Detroit Public and Library of MichiganDetroit Public and Library of Michigan
SelectivesSelectives– Select types of publicationsSelect types of publications– Retain for five yearsRetain for five years– University of Michigan, University of University of Michigan, University of
Michigan Law, and Eastern MichiganMichigan Law, and Eastern Michigan
Depository Item NumbersDepository Item Numbers6541 Item Numbers6541 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
Item Lists http://www.du.edu/bdld/lciintro.htm#gtr00
Electronic shipping lists http://www.du.edu/bdld/dslintro.htm#gtr00
Administrative Notes http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html
Technical Supplement http://www.access.gpo.gov/su_docs/fdlp/pubs/techsup/index.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 $85,000 in federal documentsReceives $85,000 in federal documents
– Spends approx. $300,000 per year to amplify Spends approx. $300,000 per year to amplify federal collectionfederal collection
Weeding Policy Weeding Policy
– 5 year retention; then offer to regional5 year retention; then offer to regional
Preservation Microfilming and DigitizationPreservation Microfilming and Digitization
Shipping List Provides Shipping List Provides SUDOCS NumberSUDOCS Number
CollectionCollection OrganizationOrganization
OptionsOptions– Separate Collection by SuDocs #Separate Collection by SuDocs #– 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– Media UnionMedia Union– ScienceScience– Public HealthPublic Health– MapsMaps– GraduateGraduate
Documents Center CoordinatesDocuments Center Coordinates Serials Records - ProcessingSerials Records - Processing
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 fiche, Historical cataloging of all but fiche, Congressional, pamphletsCongressional, pamphlets
MARCIVE implemented Feb. 2003MARCIVE implemented Feb. 2003Shipping list and full records for Shipping list and full records for
monographsmonographs
MARCIVE Progress MARCIVE Progress ReportReport
Lists Congressional hearings quicker in Lists Congressional hearings quicker in MIRLYNMIRLYN
Possible problems tracking Possible problems tracking – In-process publications being classified in In-process publications being classified in
LCLC– Publications where GPO corrects SUDOCS Publications where GPO corrects SUDOCS
numbernumber– Library destination on record inappropriate Library destination on record inappropriate
for individual publicationfor individual publication
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
ReferenceReference
Helping real Helping real peoplepeople
is the fun is the fun part of part of
the jobthe job
Sample Reference QuestionsSample Reference Questions History of an 1870s lighthouseHistory of an 1870s lighthouse Translations of Chinese statements on Sino-Translations of Chinese statements on Sino-
Soviet splitSoviet split Evaluation of gray wolf initiative in YellowstoneEvaluation of gray wolf initiative in Yellowstone Cost of living in San Francisco and HonoluluCost of living in San Francisco and Honolulu How many times has John McCain voted with How many times has John McCain voted with
the Democrats?the Democrats? Census data on grandfatherCensus data on grandfather
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
Depository Library CouncilDepository Library Councilhttp://www.access.gpo.gov/su_docs/fdlp/council/index.html
15-member advisory board15-member advisory board Includes industry, library administration, and documents Includes industry, library administration, and documents
librarian repslibrarian reps
Surveilling the Surveilling the SurveillorsSurveillors
Transitional EraTransitional Era
That was The Theory
Here’s What’s Happening Now . . .
Congressional MandateCongressional Mandate
GPO Electronic Access Information Act of 1993 (Public Law 103-40)– GPO to maintain an electronic directory– Provide online access– Operate electronic storage facility
Congressional MandateCongressional Mandate
Legislative Appropriations Act, 1996 (Public Law 104-53)– Required shift to electronic Federal
Depository Library Program
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
GPO DistributionGPO Distribution
•2003 – 65% of publications distributed as internet only
•2005 – goal of 95% electronic distribution
GPO to Distribute Electronic Unless:
•There is no online electronic version
•The online version is incomplete, unofficial or unreliable
•The tangible product is of significant reference value
•The online version is hard to access
Electronic Format Electronic Format Unless: Unless: (continued)(continued)
The tangible product serves a special needs population; e.g., Braille
Tangible product required by law
Electronic more expensive
Selected Essential TitlesSelected Essential Titles
Constitution, U.S. Code, Statutes Constitution, U.S. Code, Statutes at Largeat Large
Budget, CPI, Monthly Labor Budget, CPI, Monthly Labor ReviewReview
CFDA, Statistical AbstractCFDA, Statistical Abstract
http://www.access.gpo.gov/su_docs/fdlp/pubs/estitles.html
Effects of Federal Internet Effects of Federal Internet InitiativesInitiatives
Federal government information at everyone’s fingertips around the world
Spurred business creativity and economy
Improved education and research from kindergarten to college faculty
Encouraged e-government initiatives Encourage local, state, international
and foreign governments to put information on the internet
Federal Internet Initiatives Federal Internet Initiatives and Librariesand Libraries
Encouraged academic libraries to establish new software programs to access non-copyrighted federal information
ALL libraries - not just depositories - have access to federal information
But Oops!But Oops!
GPO is Losing $57 Million in its GPO is Losing $57 Million in its Sales Program Per YearSales Program Per Year
Has closed all of its regional bookstores
Considering a charge to the public for printing and downloading off the internet
Roll Call article on 10/22/03 and Depository Library Council objections
Material Disappears for Political or Material Disappears for Political or National Security ReasonsNational Security Reasons
Nuclear Regulatory Commission site Nuclear Regulatory Commission site Pipeline mapsPipeline maps Hazmat materials transportation infoHazmat materials transportation 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
Preservation EffortsPreservation Efforts
GPO copies documents; GPO copies documents; substitutes copy if item substitutes copy if item disappears from agency disappears from agency web site using PURLweb site using PURL
GPO just designated a GPO just designated a National Archives partnerNational Archives partner
Cybercemetery at Cybercemetery at University of North Texas University of North Texas
Libraries making own copies Libraries making own copies on acid free paper and on acid free paper and digitally archivingdigitally archiving
Libraries Dropping Out of ProgramLibraries Dropping Out of Program
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
Why follow all of those Why follow all of those processing and electronic processing and electronic rules, not to mention self-rules, not to mention self-studies and inspections, studies and inspections, when it’s all on the internet?when it’s all on the internet?
No Good SolutionNo Good Solution
GPO’s “Stay with the Program” GPO’s “Stay with the Program” initiative is ineffectiveinitiative is ineffective
Libraries still want hard copy, Libraries still want hard copy, which is not forthcomingwhich is not forthcoming
Temporarily replacing inspections Temporarily replacing inspections with depository advisorswith depository advisors
Depositories MUST offer their Depositories MUST offer their entire retrospective collection to entire retrospective collection to the regional when they leavethe regional when they leave
Change in ReferenceChange in Reference
People using internet for People using internet for initial informationinitial information
Coming to library with Coming to library with
harder questionsharder questions
Decline of In-Person Decline of In-Person Reference at MichiganReference at Michigan
0
2000
4000
6000
8000
10000
12000FY 1
996
FY 1
997
FY 1
998
FY 1
999
FY 2
000
FY 2
001
FY 2
002
FY 2
003
Rise in Web Access of Rise in Web Access of Documents Center Web SiteDocuments Center Web Site
05
101520253035404550
FY 1
996
FY 1
997
FY 1
998
FY 1
999
FY 2
000
FY 2
001
FY 2
002
FY2003
Web as a Percent of Total Web as a Percent of Total ReferenceReference
0100,000200,000300,000400,000500,000600,000700,000800,000FY
1996
FY1998
FY2000
FY2002
In-Person Web
If You Just Look At The If You Just Look At The Non-Web NumbersNon-Web Numbers
Many separate documents departments have combined with general reference (Penn State, Berkeley; possibly Duke)
Documents Center reduced hours due to budget cuts and irregular use
Characteristics of Characteristics of Documents QuestionsDocuments Questions 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, fiche, CD, Use multiple formats (paper, fiche, CD,
internet for one question)internet for one question) Must manipulate spreadsheetsMust manipulate spreadsheets May require interpretationMay require interpretation
Critical Need for Critical Need for Subject SpecialistsSubject Specialists
Role of Subject SpecialistRole of Subject Specialist
Know structure, operation, and publishing pattern of government
Professionally activeReferenceInstructionSelectionPassion for the public’s right-to-
know
Fun Fun Job!Job!