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!