Documents Librarianship Ahead of the Curve or Off the Wall? How Does Government Affect YOUR Life? Family Health Income Housing Community Recreation Students Business.
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Transcript Documents Librarianship Ahead of the Curve or Off the Wall? How Does Government Affect YOUR Life? Family Health Income Housing Community Recreation Students Business.
Documents
Librarianship
Ahead of the Curve
or Off the Wall?
How Does Government Affect
YOUR Life?
Family
Health
Income
Housing
Community
Recreation
Students
Business
Family
Marriage license
Birth certificate
Divorce decree
Child support
Death certificate
Funeral home regulations
Estate taxes
Health
Flu vaccine shortage
Nutritional guidelines
Terrorism and bioterrorism
Drug approval
Regulation of nursing homes
Medicare payment schedules for
hospitals
Income
TAXES
Equal employment opportunity
guidelines
Consumer price index
Civil service salaries
Mediation in labor disputes
Social security and food stamps
Community
Roads
Zoning ordinances
Water supplies
Waste disposal
Power and cable industry regs
Toxic waste cleanup
Weather alerts
Disaster assistance
Housing
Certifies home repair contractors
and prosecutes ripoffs
Building inspectors
Enforces disclosure rules when getting a
mortgage
Consumer pamphlets on renting, buying
homes, and moving companies
Student World
Student loans
Work study scholarships
College admission court decisions
Research grants for faculty and
academic departments
Federal depository libraries
Originally sponsored the internet
Copyright protections
Business
Regulates stock market
Technical research
Patents
Trade regulations and statistics
Employment regulations
Safety standards
Loans to start a small business
Recreation
National park system
Passports
Airport security
Grant funding for the arts and
humanities
Genealogy
Fishing and hunting licenses
State park camping reservations
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, absentee ballots,
fishing licenses
What Is A
Government?
• National Governments
• State and Provincial
• Counties
• Cities and Townships
• Inter-Governmental Agencies
United Nations, SEMCOG
What Is Document?
Information in any format
produced at the expense
of a government
– Grace’s Definition
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?
Contracted Report
(funded by government; written by grantee)
Who owns copyright –
the author or the public
Does it fall under a depository program
(i.e. free to libraries)
What Is a
Document?
Published as Individual Document
Does published include
internet?
Does individual include
databases?
Types of Documents
About the Government
1. Laws and Regulations
2. Proposed Laws (Bills)
3. Legislative Debates
4. Executive Speeches and
Directives
5. Court Decisions
Types of Documents
Subject-Oriented
6. Research and
Investigations
7. Statistics
8. Copyright and Patents
9. Maps
10. Consumer Information
Document Distribution
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
Document Distribution
Sales
Works when have central
government printer or a vendor
such as Bernan
Internet
Most U.S., state, and local agencies as
well as UN have free documents on
internet. Other countries are stingier.
University Depository
Collection
Michigan
United States
Canada
United Nations
FAO
South Pacific Commission
Asian Development Bank
European Union (Law)
Federal 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
15th Congressional District
University of Michigan
University of Michigan Law
Eastern Michigan University
Henry Ford Comm College
Monroe County Lib System
Depository Profiles
52 regionals -1223 selectives
50% Academic
20% Public
30% Remainder
Federal agencies and courts
State libraries and courts
Military academies
Law and special
Depository Profiles
52 regionals -1223 selectives
Regionals
–
–
–
–
Take all publications
Approve disposals
Administrative and training
Library of Michigan
Selectives
– Select types of publications
– Retain for five years
– University of Michigan, University of Michigan
Law, and Eastern Michigan
Depository Item Numbers
7579 Item Numbers
Agency + 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)
Depository Tools
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 Guidelines
http://www.lib.umich.edu/govdocs/gid/
rusbibl.html
Mandatory selections, record-keeping
Preservation, disaster recovery, weeding
Computer workstations, internet filters
Reference and electronic access
Collection
Development
Written Collection Policy
– UMich selects about 85%
– Receives $85,000 in federal documents
– Spends approx. $300,000 per year to amplify
federal collection
Weeding Policy
– 5 year retention; then offer to regional
Preservation Microfilming and Digitization
Shipping List Provides
SUDOCS Number
Collection Organization
Options
– Separate Collection by SuDocs #
– Integrated with Non-Documents
Success
of Either
– Enthusiasm of Librarian
– Time to Specialize
University of Michigan
Documents
Consolidated in Five Libraries
– Art, Architecture and Engineering
– Science
– Public Health
– Maps
– Graduate
Documents Center Coordinates
Serials Records - Processing
Bibliographic Records
Commercial
Cataloging Tapes
Data Base Management
Catalog Individually
Combination Approach
Bibliographic Records
at Michigan
Historical
cataloging of all but
fiche, Congressional, pamphlets
MARCIVE implemented Feb. 2003
Shipping list and full records for
monographs
Physical Access
Required for Congressional District
Includes access to non-filtered internet
Automatic for Public Institutions
Private Institutions May Use
– Check-In without Identification
– Separate Hours for Public
– Separate Doors for Documents
Reference
Helping real
people
is the fun
part of
the job
Documents Center
Reference
Desk staffed 12-4:30, M-F
E-Mail and Ask-Us Reference
Telephone Reference
Research Consultations
Documents-Related Web Pages
Documents Center
Staff
Denise Schoene, student
Jennifer Nason-Davis,
supervisor and law selector
international documents
Ursula Arnold and Frank Lester, SI
Grace York, coordinator & federal
Sample Reference Questions
History of an 1870s lighthouse
Translations of Chinese statements
on Sino-Soviet split
Evaluation of gray wolf initiative in
Yellowstone
Cost of living in San Francisco and Honolulu
How many times has John McCain voted with
the Democrats?
How to reinstate voter registration after two
rounds of prison
Documents Question Clues
•Legal Material
•Statistics
•Government Official or Agency
Mentioned in Question
•Obvious government publication
(e.g. Duelfer or 9/11 Commission report)
• Expert on the subject is a government
employee (not always obvious)
Legal Questions
•Laws, regulations, bills,
rules
•Court decisions
•Patent or copyright
•Taxes
Statistics
•75% of all statistical questions
start with the government
•Answers can be in databases
rather than printed in a table
•Business organizations and
associations provide data about
their own operations
Government Agency
Mentioned
Congressman Knollenberg,
President Bush, NASA, Social
Security Administration, etc. are
pretty obvious clues
Specific Government
Document
•Starr or 9/11 Commission Report
•Foreign Relations of the
United States
•Highway Statistics
•EPA 600/2-89-143
•PL 97-25
Expert on Subject?
Some are obvious
- State Dept. for passports
- INS for naturalization
- Census Bureau for Census
Some are unclear, e.g. baby cribs
- Consumer Reports (commercial)
- Consumer Product Safety
Commission (government)
Finding Answers
Standard Reference Tools
Bibliographies, Laws, Congress,
Statistics
Google’s Uncle Sam
86% of current docs on internet
http://www.google.com/unclesam
Browse Agency
Bibliography
Web site
Publications themselves
E-Mail Reference
•Since 1992
•Switchover to Ask Us around
1999
•Approximately 40-50 per month
•Trend from remote users to immediate
clientele
E-Mail Advantages
•Most questions take over 5 minutes to
answer anyway
•Time and freedom to research without
consuming user’s patience
•Reference interview possible
•Better research consultations when
people come in
•Use OCLC for nearby collections when
answering remote users
UMich Documents Site
http://www.lib.umich.edu/govdocs/
WEB MISSION
Reference Tool
Instruction
MAIN WEB PAGES
Federal
Foreign
International
Michigan
State
Local
RELATED PAGES
Documents
in the News
Documents Librarianship
Political Science
Statistics
Class Assignment Web
Pages
Chemical and Biological
– Disarmament
Community Analysis
Epidemiology
Environmental Justice
Middle East Conflicts
Race, Gender and Empire in Nuclear Age
Urban Planning
Alternative Formats
Powerpoint Instructional/Tutorials
– Census and Political
Science Research
New Videos
– Manipulating Census Data with Excel
– Geolytics CD-ROM
Spreadsheets
– Congressional Elections
– Native American reservations by state
News Specials
(hits as of 11/1/04)
America’s War Against
Terrorism (918,647)
Election 2000 (195,858)
Election 2004 (360,095; 153,000 new hits
in 48 hours)
Impeachment of President William
Jefferson Clinton
Iraq War Debate (359,615)
U-M Affirmative Action Lawsuit (101,659)
Special Projects
JFK Executive Orders (Schieda)
Foreign Gazettes (Davis, Crouse)
Congressional E-Mail (Sept. 1994)
GODORT Handout Exchange (Aug. 1994)
GPO Administrative Notes (Sept. 1995)
WEB STATISTICS
5078
Documents
80,000 internal links and
47,000 external links
6500 links broken
New Web Initiative
Possible data base format for
main sections
Retain alternative formats
– (spreadsheets, powerpoint, videos,
tables)
Multi-year switchover???
RSS syndication new as of 11-9-04
– (http://www.lib.umich.edu/govdocs/rss.xml)
Decline of In-Person
Reference at Michigan
12000
10000
8000
6000
4000
2000
0
FY
1996
FY
1998
FY
2000
FY
2002
FY
2004
Rise in Web Access of
Documents Center Web Site
50
45
40
35
30
25
20
15
10
5
0
FY
1996
FY
1998
FY
2000
FY
2002
FY
2004
Reference FY 2004
2,000
600
705,000
in person questions
e-mail/webmail questions
web reference answers
707,600
questions total
Depository
Surveillance
GPO Biennial Survey
http://www.access.gpo.gov/su_docs/fdlp/bisurv
ey/index.html
Self-Study
or Inspection
http://www.access.gpo.gov/su_docs/fdlp/pubs/f
dlm/selfstud.html
Issues in Documents
Librarianship - 2004
Economic Impact of Online
– Publishing
Downsizing Depository Distribution
Depository Library Dropouts
Downsizing Documents Departments
Long-Term Training Needs
Long-Term Preservation/Use
GPO is Losing $57 Million in its
Sales Program Per Year
Has closed all of its regional
bookstores
Considering
On-demand publishing
Value-added services (e.g. notification
of new bills or regulations)
Selling the GPO building
Scrapped idea to charge public from
printing or downloading from the internet
Congressional Mandate
Legislative Appropriations Act,
1996
(Public Law 104-53)
– 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
•2003 – 65% of publications
distributed as internet only
•2004 – 86% of all documents
have internet version
•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 (Duelfer report was 3
volumes, each 50-70 MB)
Electronic Format Unless:
(continued)
The tangible product
serves a special needs
population; e.g., Braille
Tangible product
required by law
Electronic more
expensive
Selected Essential Titles
http://www.access.gpo.gov/su_docs/fdlp/pubs/estitles.html
Constitution, U.S. Code,
Statutes at Large
Budget, CPI, Monthly Labor
Review
CFDA, Statistical Abstract
Economic Report of the President,
Economic Indicators
Effect on Libraries
No incentive to remain a
depository if publications
distributed on internet only
ALL libraries can have access to
86% of depository documents via
the internet
Libraries Dropping Out of
Program
About 50 smaller libraries
have left the FDLP in the past
three years
Detroit Public is withdrawing
from regional status
The Issue
Why follow all of those
processing and electronic
rules, self-studies and
inspections when it’s all and
only on the internet?
GPO’s Solution
Cancel depository inspection
program; substitute library
advisors (Sally Lawler of Michigan
will be the first)
Provide depositories with $500 of
print-on-demand services
Stay with the Program Incentives
http://www.access.gpo.gov/su_docs
/fdlp/staywiththeprogram.html
Biggest Incentive of All
Depositories MUST
offer their entire
retrospective
collection to the
regional when they
leave
Documents Departments
Disappearing
Many separate documents
departments have combined with
general reference (Penn State,
Berkeley, Duke, Iowa)
Documents Center reduced hours due to
budget cuts and irregular use
Some functions can be outsourced; reference
experience irreplaceable
Characteristics of
Documents Questions
Specific
At least 60% require over
5 minutes - sometimes 15-90
Use multiple formats (paper, fiche,
CD, internet for one question)
Must manipulate spreadsheets
May require interpretation
Training Issues
New “internet only”
– depositories
Reference staff at combined
reference/documents desk
New documents staff members at a
documents desk
Fewer questions to practice for the tough
questions
How Librarians Learn
Taking specialized classes or
training sessions
Extended, off-desk reference
Teaching your own classes
Preparing bibliographies
Adopting a mentor
Lots of experience
Preservation Issues
Material disappears from the
internet
Version control and authentication
Technology change
Material Disappears for Political
or National Security Reasons
Nuclear Regulatory Commission
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
GPO copies documents; substitutes
copy if item disappears from
agency web site using PURL
National Archives designated as
GPO partner
Creating a collection of last resort
(dark archive) for paper and
electronic
Cybercemetery at University of
North Texas
Versions and Authenticity
Do you keep only the revised
version of a looseleaf manual or
all of the changes?
Do you keep the provisional, final and
revised version of an unemployment
estimate?
How do you know a partisan or hacker
hasn’t altered a version of a
document for his/her own purpose?
Versions and Authenticity
GPO drafting documents on
version control and
authentication
Retrospective Conversion
GPO may partially fund
libraries for retrospective
conversion
GPO may do some conversion
itself
See vote results:
http://www.gpoaccess.gov/legacy/pri
orities/vote_stats.html
Technological Change
Old versions of Adobe Acrobat
may not be compatible with
newer versions
1990 Census CDs don’t run well on
Windows XP
Before microfiche there
was microprint!
No one in government wants to pay
for migrating old data
Data Migration to New
Format
Who will step up to the plate?
Are Documents Librarians
Ahead of the Curve?
Off the Wall?
Or Behind the 8 Ball?
Critical Need for
Subject Specialists