Documents Documents LibrarianshipLibrarianship

Ahead of the Ahead of the Curve or Off the Curve or Off the

Wall?Wall?

How Does Government Affect How Does Government Affect

YOUR Life? YOUR Life?

FamilyFamilyHealthHealthIncomeIncomeHousing Housing CommunityCommunityRecreationRecreationStudentsStudentsBusinessBusiness

FamilyFamily

Marriage licenseMarriage licenseBirth certificateBirth certificateDivorce decreeDivorce decreeChild supportChild supportDeath certificateDeath certificateFuneral home regulationsFuneral home regulationsEstate taxesEstate taxes

HealthHealthFlu vaccine shortage Nutritional guidelines Terrorism and bioterrorismDrug 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 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

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 NationsFAOFAOSouth Pacific CommissionSouth Pacific CommissionAsian 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 -1223 selectives 52 regionals -1223 selectives

50% Academic50% Academic20% Public20% Public30% Remainder30% Remainder

Federal agencies and courtsState libraries and courtsMilitary academiesLaw and special

Depository ProfilesDepository Profiles 52 regionals -1223 selectives 52 regionals -1223 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 Numbers7579 Item Numbers7579 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 PolicyWeeding Policy

– 5 year retention; then offer to regional5 year retention; then offer to regionalPreservation 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– Art, Architecture and EngineeringArt, Architecture and Engineering– 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 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

monographsmonographs

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

Documents Center Documents Center Reference Reference

Desk staffed 12-4:30, M-FE-Mail and Ask-Us ReferenceTelephone ReferenceResearch ConsultationsDocuments-Related Web Pages

Documents Center Documents Center StaffStaff

Denise Schoene, student supervisor and law selector

Jennifer Nason-Davis, international documents

Ursula Arnold and Frank Lester, SIGrace York, coordinator & federal

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 Evaluation of gray wolf initiative in Evaluation of gray wolf initiative in

YellowstoneYellowstone 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? 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)

Legal QuestionsLegal Questions

•Laws, regulations, bills, Laws, regulations, bills, rulesrules

•Court decisionsCourt decisions•Patent or copyrightPatent or copyright•TaxesTaxes

StatisticsStatistics

•75% of all statistical questions 75% of all statistical questions start with the governmentstart with the government

•Answers can be in databases Answers can be in databases rather than printed in a tablerather than printed in a table

•Business organizations and Business organizations and associations provide data about associations provide data about their own operationstheir own operations

Government Agency Government Agency MentionedMentioned

Congressman Knollenberg, Congressman Knollenberg, President Bush, NASA, Social President Bush, NASA, Social Security Administration, etc. Security Administration, etc. are pretty obvious cluesare pretty obvious clues

Specific Government Specific Government DocumentDocument

•Starr or 9/11 Commission Starr or 9/11 Commission ReportReport•Foreign Relations of the Foreign Relations of the

United StatesUnited States•Highway StatisticsHighway Statistics•EPA 600/2-89-143EPA 600/2-89-143•PL 97-25PL 97-25

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 Sam86% of current docs on internet86% of current docs on internethttp://www.google.com/unclesam

Browse AgencyBrowse AgencyBibliographyBibliographyWeb siteWeb sitePublications themselvesPublications themselves

E-Mail ReferenceE-Mail Reference

•Since 1992Since 1992•Switchover to Ask Us around Switchover to Ask Us around

19991999

•Approximately 40-50 per monthApproximately 40-50 per month

•Trend from remote users to Trend from remote users to immediate clienteleimmediate clientele

E-Mail AdvantagesE-Mail Advantages

•Most questions take over 5 minutes Most questions take over 5 minutes to answer anywayto answer anyway•Time and freedom to research Time and freedom to research without consuming user’s patiencewithout consuming user’s patience

•Reference interview possibleReference interview possible

•Better research consultations when Better research consultations when people come inpeople come in

•Use OCLC for nearby collections Use OCLC for nearby collections when answering remote userswhen answering remote users

UMich Documents SiteUMich Documents Sitehttp://www.lib.umich.edu/

govdocs/

WEB MISSIONWEB MISSION

Reference ToolReference Tool

InstructionInstruction

MAIN WEB PAGESMAIN WEB PAGES

FederalForeignInternational Michigan State Local

RELATED PAGESRELATED PAGES

Documents in the NewsDocuments in the NewsDocuments LibrarianshipDocuments LibrarianshipPolitical SciencePolitical ScienceStatisticsStatistics

Class Assignment Web Class Assignment Web PagesPages

Chemical and Biological – Disarmament

Community Analysis Epidemiology Environmental Justice Middle East Conflicts Race, Gender and Empire in Nuclear Age Urban Planning

Alternative FormatsAlternative FormatsPowerpoint 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 SpecialsNews Specials(hits as of 11/1/04)(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 ProjectsSpecial 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 STATISTICSWEB STATISTICS

5078 Documents80,000 internal links and 47,000 external links

6500 links broken

New Web InitiativeNew 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 Decline of In-Person Reference at MichiganReference at Michigan

0

2000

4000

6000

8000

10000

12000

FY1996

FY1998

FY2000

FY2002

FY2004

Rise in Web Access of Rise in Web Access of Documents Center Web SiteDocuments Center Web Site

05

101520253035404550

FY1996

FY1998

FY2000

FY2002

FY2004

Reference FY 2004Reference FY 2004

2,000 in person questions 600 e-mail/webmail

questions705,000 web reference answers

707,600 questions total

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

Issues in Documents Issues in Documents Librarianship - 2004Librarianship - 2004

Economic Impact of Online – Publishing

Downsizing Depository DistributionDepository Library DropoutsDownsizing Documents DepartmentsLong-Term Training NeedsLong-Term Preservation/Use

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 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 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

•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 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, Constitution, U.S. Code,

Statutes at LargeStatutes at LargeBudget, CPI, Monthly Labor Budget, CPI, Monthly Labor

ReviewReviewCFDA, Statistical AbstractCFDA, Statistical AbstractEconomic Report of the President, Economic Report of the President,

Economic IndicatorsEconomic Indicators

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

Effect on LibrariesEffect 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 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

The IssueThe Issue

Why follow all of those Why follow all of those

processing and processing and electronic rules, self-electronic rules, self-studies and inspections studies and inspections when it’s all and only on when it’s all and only on the internet?the internet?

GPO’s SolutionGPO’s Solution

Cancel depository inspection Cancel depository inspection program; substitute library program; substitute library advisors (Sally Lawler of advisors (Sally Lawler of Michigan will be the first)Michigan will be the first)

Provide depositories with $500 Provide depositories with $500 of print-on-demand servicesof print-on-demand services

Stay with the Program Stay with the Program IncentivesIncentives

http://www.access.gpo.gov/su_docs/fdlp/staywiththeprogram.html

Biggest Incentive of AllBiggest Incentive of All

Depositories MUST Depositories MUST offer their entire offer their entire retrospective retrospective collection to the collection to the regional when they regional when they leaveleave

Documents Documents Departments Departments DisappearingDisappearing

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 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, 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

Training IssuesTraining 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 LearnHow 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 IssuesPreservation Issues

Material disappears from the

internet Version control and authentication Technology change

Material Disappears for Material Disappears for Political or National Security Political or National Security

ReasonsReasonsNuclear Regulatory Commission Nuclear Regulatory Commission

Pipeline 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

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

Versions and AuthenticityVersions and Authenticity

Do you keep only the revised Do you keep only the revised version of a looseleaf manual or version of a looseleaf manual or all of the changes? all of the changes?

Do you keep the provisional, final and Do you keep the provisional, final and revised version of an unemployment revised version of an unemployment estimate?estimate?

How do you know a partisan or hacker How do you know a partisan or hacker hasn’t altered a version of a hasn’t altered a version of a document for his/her own purpose?document for his/her own purpose?

Versions and AuthenticityVersions and Authenticity

GPO drafting documents on GPO drafting documents on

version control and version control and

authenticationauthentication

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

See vote results:See vote results:http://

www.gpoaccess.gov/legacy/priorities/vote_stats.html

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?

Are Documents Librarians Are Documents Librarians Ahead of the Curve?Ahead of the Curve?

Off the Wall?Off the Wall?

Or Behind the 8 Ball?Or Behind the 8 Ball?

Critical Need for Critical Need for Subject SpecialistsSubject Specialists