Documents Librarianship

Love at First Sight

How Does Government Affect YOUR Life?

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Family

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Health

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Income

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Housing

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Community

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Recreation

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Students

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Business

Family

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Marriage license

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Birth certificate

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Divorce decree

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Child support

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Death certificate

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Funeral home regulations

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Estate taxes

Health

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Vaccines (funding for development and regulations)

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Nutritional guidelines

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Bioterrorism intervention

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Drug approval

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Regulation of nursing homes

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Medicare payment schedules for hospitals

Income

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TAXES

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Equal employment opportunity guidelines

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Consumer price index

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Civil service salaries

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Mediation in labor disputes

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Social security and food stamps

Community

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Roads

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Zoning ordinances

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Water supplies

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Waste disposal

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Power and cable industry regs

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Toxic waste cleanup

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Weather alerts

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Disaster assistance

Housing

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Certifies home repair contractors and prosecutes ripoffs

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Building inspectors

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Enforces disclosure rules when getting a mortgage

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Consumer pamphlets on renting, buying homes, and moving companies

Recreation

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National park system

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Passports

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Airport security

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Grant funding for the arts and humanities

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Genealogy

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Fishing and hunting licenses

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State park camping reservations

Student World

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Student loans

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Work study scholarships

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College admission court decisions

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Research grants for faculty and academic departments

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Federal depository libraries

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Originally sponsored the internet

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Copyright protections

Business

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Regulates stock market (sometimes)

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Technical research

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Patents

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Trade regulations and statistics

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Employment regulations

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Safety standards

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Loans to start a small business

Who Uses Documents

Public Libraries Tax forms, nutritional guides, Social Security, local zoning, and genealogy Academic Libraries Congressional documents, statistics, treaties, geological maps, soil surveys, and technical reports

Who Uses Documents

Special Libraries Laws, regulations, and patents Personal Life Tax forms, maps, and absentee ballots

What Is A Government?

Legal Authority and Tax Power

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National Governments

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State and Provincial

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Counties

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Cities and Townships

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Inter-Governmental Agencies United Nations, SEMCOG

What Is Document?

Information in any format produced at the expense of a government

Types of Documents

1. Laws and Regulations 2. Proposed Laws (Bills) 3. Legislative Debates 4. Executive Speeches and Directives 5. Court Decisions

Types of Documents

6. Research/Investigations 7. Statistics 8. Copyright and Patents 9. Maps 10. Consumer Information

Document Distribution

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Filed in a drawer or archive Sold Exchange programs Depository programs Internet

Exchange and Depository Programs

Exchange Publications from one government sent to a library of another government for publications of equal value Depository Publications of one government given to a library in return for public access

University Depository Collection

Michigan United States Canada United Nations FAO South Pacific Commission Asian Development Bank European Union (Law)

Federal Depository Designation

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Congressional District = 2

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Senate = 2 (one apiece)

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Law Schools and Courts

15 th Congressional District

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University of Michigan

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University of Michigan Law

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Eastern Michigan University

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Henry Ford Comm College

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Monroe County Lib System

Depository Profiles

53 regionals -1244 selectives

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50% Academic

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20% Public

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30% Remainder

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Law and special

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Federal agencies and courts

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State libraries and courts

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Military academies

Depository Profiles

53 regionals -1244 selectives

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Regionals

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Take all publications

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Approve disposals

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Administrative and training Detroit Public and Library of Michigan

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Selectives

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Select types of publications

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Retain for five years University of Michigan, University of Michigan Law, and Eastern Michigan

Depository Item Numbers

6541 Item Numbers Agency + Type of Publication

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0461-D-05 = General publications of the Education Department

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0140-A-03 = Housing Units (EL)

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0573-C = Federal Register (P)

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0573-D = Federal Register (MF)

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0573-E = Federal Register (EL)

Depository Tools

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Documents Data Miner http://govdoc.wichita.edu/ddm

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Item Lists http://www.du.edu/bdld/lciintro.htm#gtr00

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Electronic shipping lists http://www.du.edu/bdld/dslintro.htm#gtr00

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Administrative Notes http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html

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Technical Supplement http://www.access.gpo.gov/su_docs/fdlp/pubs/techsup/index.html

Depository Guidelines

http://www.lib.umich.edu/govdocs/gid/ rusbibl.html

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Mandatory selections, record-keeping

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Preservation, disaster recovery, weeding

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Computer workstations, internet filters

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Reference and electronic access

Collection Development

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Written Collection Policy

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UMich selects about 85%

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Receives $85,000 in federal documents

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Spends approx. $300,000 per year to amplify federal collection

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Weeding Policy

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5 year retention; then offer to regional

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Preservation Microfilming and Digitization

Shipping List Provides SUDOCS Number

Collection Organization

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Options

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Separate Collection by SuDocs #

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Integrated with Non-Documents

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Success of Either

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Enthusiasm of Librarian

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Time to Specialize

University of Michigan Documents

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Consolidated in Five Libraries

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Media Union

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Science

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Public Health

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Maps Graduate

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Documents Center Coordinates

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Serials Records - Processing

Bibliographic Records

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Commercial Cataloging Tapes

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Data Base Management

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Catalog Individually

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Combination Approach

Bibliographic Records at Michigan

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Historical cataloging of all but fiche, Congressional, pamphlets

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MARCIVE implemented Feb. 2003

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Shipping list and full records for monographs

MARCIVE Progress Report

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Lists Congressional hearings quicker in MIRLYN

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Possible problems tracking

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In-process publications being classified in LC

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Publications where GPO corrects SUDOCS number

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Library destination on record inappropriate for individual publication

Physical Access

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Required for Congressional District

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Includes access to non-filtered internet

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Automatic for Public Institutions

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Private Institutions May Use

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Check-In without Identification

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Separate Hours for Public Separate Doors for Documents

Reference

Helping real people is the fun part of the job

Sample Reference Questions

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History of an 1870s lighthouse

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Translations of Chinese statements on Sino Soviet split

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Evaluation of gray wolf initiative in Yellowstone

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Cost of living in San Francisco and Honolulu

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How many times has John McCain voted with the Democrats?

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Census data on grandfather

Depository Surveillance

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GPO Biennial Survey http://www.access.gpo.gov/su_docs/fdlp/ bisurvey/index.html

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Self-Study or Inspection http://www.access.gpo.gov/su_docs/fdlp/ pubs/fdlm/selfstud.html

Surveilling the Surveillors

Depository Library Council http://www.access.gpo.gov/su_docs/fdlp/c ouncil/index.html

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15-member advisory board

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Includes industry, library administration, and documents librarian reps

Transitional Era

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That was The Theory

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Here’s What’s Happening Now . . .

Congressional Mandate

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GPO Electronic Access Information Act of 1993 (Public Law 103-40)

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GPO to maintain an electronic directory

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Provide online access

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Operate electronic storage facility

Congressional Mandate

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Legislative Appropriations Act, 1996 (Public Law 104-53)

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Required shift to electronic Federal Depository Library Program

GPO Distribution

1992 Paper 19,000 Microfiche 50,000 CD-ROMS 182 Internet 0 2002 8,307 5,525 480 20,585

GPO Distribution

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2003 – 65% of publications distributed as internet only

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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 Unless: (continued)

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The tangible product serves a special needs population; e.g., Braille

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Tangible product required by law

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Electronic more expensive

Selected Essential Titles

http://www.access.gpo.gov/su_docs/ fdlp/pubs/estitles.html

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Constitution, U.S. Code, Statutes at Large

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Budget, CPI, Monthly Labor Review

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CFDA, Statistical Abstract

Effects of Federal Internet Initiatives

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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 and Libraries

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Encouraged academic libraries to establish new software programs to access non-copyrighted federal information

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ALL libraries - not just depositories have access to federal information

But Oops!

GPO is Losing $57 Million in its Sales Program Per Year

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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 National Security Reasons

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Nuclear Regulatory Commission site Pipeline maps Hazmat materials transportation info Nuclear powerplant information GPO recalled CD-ROM on water resources CRS Issue Briefs Web pages of former Congressmen

Preservation Efforts

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GPO copies documents; substitutes copy if item disappears from agency web site using PURL GPO just designated a National Archives partner Cybercemetery at University of North Texas Libraries making own copies on acid free paper and digitally archiving

Libraries Dropping Out of Program

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About 50 smaller libraries have left the FDLP in the past three years

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Why follow all of those processing and electronic rules, not to mention self-studies and inspections, when it’s all on the internet?

No Good Solution

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GPO’s “Stay with the Program” initiative is ineffective Libraries still want hard copy, which is not forthcoming Temporarily replacing inspections with depository advisors Depositories MUST offer their entire retrospective collection to the regional when they leave

Change in Reference

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People using internet for initial information

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Coming to library with harder questions

Decline of In-Person Reference at Michigan

12000 10000 8000 6000 4000 2000 0

Rise in Web Access of Documents Center Web Site 50 45 40 35 30 25 20 15 10 5 0

Web as a Percent of Total Reference

800,000 700,000 600,000 500,000 400,000 300,000 200,000 100,000 0 In-Person Web

If You Just Look At The Non-Web Numbers

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Many separate documents departments have combined with general reference

(Penn State, Berkeley; possibly Duke)

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Documents Center reduced hours due to budget cuts and irregular use

Characteristics of Documents Questions

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Specific

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At least 60% require over 5 minutes - sometimes 15-90

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Use multiple formats (paper, fiche, CD, internet for one question)

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Must manipulate spreadsheets

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May require interpretation

Critical Need for Subject Specialists

Role of Subject Specialist

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Know structure, operation, and publishing pattern of government Professionally active Reference Instruction Selection Passion for the public’s right-to know

Fun Job!