Shipping List Newsletter of the Public Documents Forum of the Virginia Library Association

From the Editor
From the Regional, What We Really Need to Guarantee Public Access..., by Walter Newsome
Report from ALA's Midwinter Conference in Washington, DC Jan. 12-16, by Janet Justis
National Library Legislative Day - May 1, 2001, by Barbie Selby
Library Adds Database Indexes to Web Site,  by Mary Clark
Librarians Make the Cover of Occupational Outlook Quarterly
Notes From the VLA PDF Chair, by Peggy Burgess
News and Views from around the Commonwealth
New & Worthwhile: International Documents
New and Worthwhile: Virginia Documents

From the Editor

Please send any comments, questions, suggestions, etc. to the editor.-- Janet Justis

From the Regional

     Almost since the beginning of the digital information age those of us in depository libraries have read, thought, and been party to endless discussions about the future of the Federal Depository Library Program.  In the early 1990s, we were concerned about the extent to which the FDLP, through its parent agency GPO, would participate in the distribution of digital data.  There was genuine concern that GPO might be held to the distribution of  “print only” and that Federal Depository libraries would consequently be shut out of the ability to access government digital data.  Naively, we thought in terms of old publishing patterns and models with electronic information sources being sort of like a canine’s tail, a wagging appendage that follows along wherever the dog goes.  But well before the end of the decade, most of us had become fully aware that we were dealing with the dog itself not just its tail.  Furthermore, the dog was a large and not always friendly breed.

    Discussions evolved to include much broader issues about the place of—and even in some cases the need for--a centralized printer and distributor of government information.  Certainly, for many--both in and outside government--there were compelling arguments for examining organizational structure and questioning whether the old model in place for over a hundred years was the best approach in a digital age.  More to the point, these issues become even more paramount when those in positions of power begin to question the need for funding the status quo and threatened draconian economic measures to force change.  I doubt that we have seen the last of the fiscally conservative view as it relates to the distribution of public information.  In addition longstanding questions about the ultimate constitutionality of the old model have helped fuel a perceived need for change.

    The National Commission on Libraries and Information Science is the latest to suggest a revised model for the distribution of and access to government information.  The suggested model is vaguely reminiscent of others put forth in the last five or so years involving incorporating the FDLP into other government agencies, including already existing agencies like the Library of Congress.  None of these plans have come to fruition.  Whether this new model will make it all the way through a formidable legislative process is anybody’s guess.  (But as a long-time observer of these matters I wouldn’t make any bets on it.)

    Examining the status quo versus the new proposal, I began asking myself what do we really need to ensure that American citizens will be able to gain permanent access to the information and data produced by their government?  The end result was the rather startling conclusion that I really don’t care which agency distributes government information.  Whether new, old, or some future expression of the present is in charge of the distribution process really does not matter.  So long as the agency has an enforceable legislative mandate to deal effectively with certain core responsibilities, it does not have to be GPO--at least not in its current institutional manifestation.

What are these “core responsibilities”?  The checklist below comprises the program bedrock minimums as I see them:

The ability and the mandate to produce and distribute quality metadata about government information sources and sites whether print or electronic to the library world at large.
A clearly defined and enforceable archival mandate including coordinating archival responsibilities and partnerships among various public/ private agencies.
Provide oversight and coordination of a federal information library program.  (Note: the word “depository” deliberately omitted.)  The program’s primary purpose would be to ensure that participating libraries are capable of and willing to provide free, open public access to all government information regardless of format.
Ensure at least minimum free public access to all fee-based federal sites and databases through the above mentioned federal information library program.
Serve as broker, contract holder, and general overseer of partnerships between government agencies and private/public information providers serving as mirrors and primary suppliers of government information.
Serve as a primary source of both information and training for federal information library service providers.  These functions are especially critical in a time of rapid technological change.
Serve as liaison between Federal agencies and the federal information library community, facilitating communication and providing agency information officers and webmasters an opportunity to exchange information with a large body of public intermediaries.
Serve as distributor of print products to federal information libraries since it is unlikely (and certainly undesirable) that all print products intended for public use be discontinued entirely.

Walter Newsome, Federal Regional Government Information Librarian, University of Virginia

Report from ALA's Midwinter Conference in DC (Jan. 12-16)

The GODORT Legislation Committee met 4 times during conference including two joint meetings with the Ad hoc Subcommittee on Government Information to review issues regarding these key reports and to assign tasks of drafting letters of  response  when both reports are finalized.  Judy Russell, Deputy Director of NCLIS,  and Tom Sussman met with various groups to explain parts of the report and to facilitate discussion of librarians' concerns.  Mr. Sussman stressed that the "status quo" is NO LONGER WORKING and that something dramatic and inventive is needed to reform the process of providing permanent public access to government information.  Ms. Russell listened to librarians' comments and seemed willing to make minor changes in some wording of the report, however, NCLIS' recommendation of creating a new agency in the executive branch remained constant.  One of the difficulties in discussing and understanding the report during conference was that it appeared to be a report in flux.  In an attempt to revise and wordsmith, the report seemed to change hourly with no comprehensive version  readily available for review.  This was related in part to the extension granted NCLIS and to their willingness to listen to librarians' concerns.

Following ALA, NCLIS submitted the final version of its report on Jan 26, 2001.

Volume 1 includes the Executive Summary, the Report and Appendices 1 -10.  It can be accessed via the web at http://www.nclis.gov/govt/assess.vol1.pdf

Volume 2 is expected in March and will contain the Legislative and Regulatory Proposals as well as Appendices 11-12.
http://www.nclis.gov/govt/assess/assess.vol2.pdf

Volumes 3 and 4 contain additional appendices, reference materials, and a compilation of recent statutes relating to dissemination of public information.  They were not posted when this issue of  Shipping List was published in early February.
http://www.nclis.gov/govt/assess/assess.vol3.pdf
http://www.nclis.gov/govt/assess/assess.vol4.pdf

You can access the volumes separately or browse the entire collection  and other supporting documents at
http://www.nclis.gov/govt/assess/assess.html

Vol. 1 is currently available in electronic and (print should be distributed to depository libraries in the future); Vol. 2 is expected to be released in electronic and print; other volumes are in electronic format only.

While many feel that NCLIS is well intentioned in defining the importance of government information and attempting to address the complex issues related to permanent public access, the report's solution of establishing and funding a new agency in the executive branch is not widely seen as a practical or workable one.  Some of the issues raised regarding the establishment of a new Public Information Resources Administration (PIRA) include:
 

• Is the creation of a new agency really necessary?
• How would such an agency strengthen the FDLP?
• Does this agency address the need for free permanent public access, indexing, cataloging, authenticity, training, etc.?
• Is there a realistic chance of funding for a large new agency given the climate in Congress during the last couple of years?
• Is the executive branch the best location for an agency whose primary mission is to disseminate information to the public?  Remember that this report originally started as a response to Commerce's intention to shut down NTIS.
• Does this agency ensure free permanent public access regardless of format? (print is still widely used and requested)

No matter whether or not you agree or disagree with the findings of these two reports or related legislation which may be introduced in the 107th Congress, it is imperative that librarians take Walter's advice and create your own checklist of the components you feel are imperative in ensuring free permanent public access to  government inforamtion.  Then apply this list to pending legislation and/or use it when lobbying with your representatives.  The only certainty is that advocacy, not complacency, is a must this session.

GODORT Resolutions:
The GODORT Legislation Committee drafted 2 resolutions during conference.

Resolution Commending Sheila M. McGarr
Ms. McGarr recently left GPO after 19 years of service including serving as Chief of the Library Division, to accept the position of Director of the National Library of Education.  Her commitment to the federal depository library program and the library community is an example of advocacy at its best and she will be missed.  We wish her well  in her new position.

Resolution on Superintendent of Documents FY 2002 Salaries and Expenses Appropriations
In light of continuing cuts to the S&E appropriations during the last few years, (the $27,893,000 approved for FY 2001 in late December) represents a 7% or $2 million cut from the FY 2000 budget, the resolution once again asked that the S&E budget be fully funded as requested by the Public Printer.  Overall GPO's appropriations have declined 13% in the past 5 years.  (The projected figures for FY 2002 were embargoed during conference).

Many of you are familiar with the funding saga of FY 2001.  The appropriations legislation began with an attempt by the House to cut the S&E which funds the FDLP by 61% (H.R. 4516).  The Senate suggested a more reasonable approach and in conference a net reduction still prevailed.  Not to end easily, a Postal amendment caused President Clinton to initially refuse to sign the bill beginning a series of Continuing Resolutions, and ending when the President finally signed the appropriations legislation on Dec. 21, 2000.   The only given is that cuts seems certain if the current climate in Congress continues.  Mr. DiMario and others made one thing very clear, had it not been for the advocacy and support of the library community funding for the FDLP would not have been restored for FY 2001.

Revival of the NAAN:
To that end, the GODORT Legislation Committee is also looking at reviving the National Action Alert Network (NAAN).  Many of you have been supporters of NAAN in the past and there is little doubt that assertive advocay will play a role in 2001/2002.  While messages are posted via email and a variety of listservs, it is also felt that personal contacts at the grass roots level will be needed to carry the message beyond  the library community in an effort to ellicit the support of end users.  Never underestimate the power of faculty, students, citizens and the press with members of Congress.

Bush Transition:
At the time of conference, the Bush Administration had not appointed a liaison to the GPO transition team.  Mr. DiMario was asked to stay on until an appointee is named.

Janet Justis, SL editor & member of the GODORT Legislation Committee 2001-2002
 

National Library Legislative Day -  May 1, 2001

Skip Auld,  Assistant Director of Chesterfield County  Public Library is the coordinator this year.   He will  be sending out information via the VLA listserv as well as the VLA Newsletter, and on the VLA home page at  www.vla.org

As usual VLA will host a lunch for our representatives, Senators, and their staffs.  Wouldn't it be GREAT if the majority of librarians attending the lunch were government information specialists?????  The Tidewater folks are planning to charter a bus to take them up.  Lets see if we can match their numbers with our attendance.

In addition to attending the lunch on May 1 we are  encouraged to make appointments with our respective Representatives while in D.C.  These appointments could be either for April 30 or May 1 if you plan to go for both days.  As usual ALA will be holding workshops on April 30.  These workshops cover how best to communicate your library's importance and the overall library legislative agenda to your representative.  ALA also supplies materials to be handed to either the representative or his/her staff.

With all the changes in distribution of government information, the make up of Congress and the Administration, it's especially important that we make our voices heard on Capitol Hill this year. I think the lunch is usually around $40 - I know, a lot for lunch, but we treat our Senators, Representatives, and staff members.

Consider it a donation...
Anyway, I hope many of us will give this some thought this year.  There will be more info in the VLA Newsletter. I'll pass along  information to the govdoc-va   list as I see it.  Please also consider joining VLA this year if you haven't in the past.

You can find a membership form at  www.vla.org.  Of course,  you can attend the Legislative  Lunch even if you're not a member. The more, the merrier.
See you in DC.
Barbie Selby
UVA Law Library
bselby@virginia.edu
 

 Library Adds State Database Information to Web Site

The Library of Virginia’s State Documents Web Page now makes available brief descriptions of state-agency databases created since 1997.

As part of the Virginia Freedom of Information Act, Virginia Code 2.1-342(H), agencies are required annually to submit descriptions of each database developed since 1997 to the Library of Virginia. Database Indexing Guidelines developed by the Department of Information Technology and the Library of Virginia set forth in detail the methods for evaluating what databases must be reported.  Each submission includes the database name and any acronym, a brief narrative about the database, the chief administrator or agency contact for the database, and any fee associated with accessing the information.  Generally, agencies submit database descriptions the year a database is created or substantially revised.

From the State Documents Web Page, database description forms are arranged by agency.  Each agency listing has a separate index page that includes the full title of the database and year of submission.  Each title is linked to a PDF file of the actual database form submitted to the Library of Virginia.  Adobe Acrobat Reader software is required to view the database description forms.  Not every agency has submitted database descriptions. In some cases, agencies have instead submitted letters stating they have no databases developed since 1997 to report.  These letters have been included in the Database Indexes files.

The respective state agencies are responsible for the content and accuracy of the submissions. The agency database administrator should be contacted for additional information concerning the content of reported databases.

For further information on Database Indexing requirements, contact Mary Clark, Director of State and Federal Documents Programs: 804-692-3754 or mclark@lva.lib.va.us.

 Mary Clark, Director, State and Federal Documents Programs, The Library of Virginia
 

Librarians Make the Cover of Occupational Outlook Quarterly

LIBRARIANS: Information Experts in the Information Age Occupational Outlook Quarterly (Winter 2000-01)

"Sorting data, finding answers, understanding what we need to know - these professionals are on the cutting edge.  They use technology to manage knowledge."

Considering all of the debate surrounding the future of the federal depository library program, it is ironic, yet very appropriate, that a recent article in a government journal highlights the role of librarians in an information age.  In fact many believe that the NCLIS report misses an important opportunity by not adequately addressing the role of the librarian in helping to provide information to the public.

The Winter 2000-01 issue of Occupational Outlook Quarterly does an excellent job of framing recent changes in the profession emphasizing the importance of having experts assist in locating, cataloging, and archiving information.  It focuses on the need for librarians to be comfortable with technology and explores new job opportunities created by the changing technologies.  The article also nicely describes the different types of jobs that librarians may hold and predicts future growth in the profession based on differing environments.  The overall job prospects for librarians in the near future are very good with the highest projected growth in selected industries such as business, museums, social services, and engineering.   The total number of librarian jobs is expected to grow about 5% between 1998-2008.  School and academic librarianship traditionally represent the largest number of jobs overall, however, growth in this area remains somewhat unchanged reflecting retirement and changes in occupations.

The article focuses on the positive changes and opportunities technology has brought to the profession and acknowleges that librarians have embraced the new technologies expanding their abilities to connect individuals with the information needed to conduct business and research.   Gone is the worn image of the spinster checking out books.  The new librarian is a lifelong learner using cutting edge technologies to become a vital part of the information life cycle.  Of course, we have always known the complex role of librarians in organizing and connecting information to users.  OOQ confirms this new image and predicts a bright future for individuals entering the profession.

the editor

Notes from the PDF Chair

The PDF steering committee met on Thursday evening during VLA's annual conference.  Plans for a spring workshop were discussed, and the idea, still somewhat tentative as of this writing, calls for a business meeting of state depository librarians followed by a presentation that will be of interest to all in the public documents community.  The meeting will most likely take place at the Library of Virginia.

The presentation of general interest may pertain to the Census.  If we go with a different topic in the spring, we will very likely have a Census program at VLA's annual conference in the fall.  It would build on the foundation Janet Justis established at last year's conference.  Maybe we'll be able to get a more advantageous time slot than 8:00a.m.!

I feel that we all need to be studying and making plans for how we are going to manage this information, educate our staffs, and make the new information readily available to the public.

The other item of business in the fall was the selection of a new chair-elect.  Alan Zoellner of the College of William and Mary  was chosen, and will chair PDF in 2003.  Mary Clark Director of the State and Federal Depository Program at the Library of Virginia is the present chair-elect and will serve as chair in 2002.

Any suggestions for upcoming programs or activities would be very welcome!  Hope to see you all at our workshop in Richmond in the spring.

Peggy Burgess, Norfolk Public Library
Chair, Public Documents Forum
 

News and Views from Around the Commonwealth

Leland Deeds has joined the Government Information Regional library staff at Alderman.  Mr. Deeds was previously in Atlanta, Georgia where he attended graduate school and worked in the Pitts Theology Library at Emory University.  Prior to that he was an Accounting Coordinator for Choice Point.  Please take a moment to Welcome Leland.

The Government Documents Round Table  (GODORT) of the American Library Association changed its web address effective February 1st.  The new URL is

 http://sunsite.berkeley.edu/GODORT/

Please update all links and library web pages.

Old Dominion University Libraries are pleased to announce the addition of authority control to our online catalog.  Staff from bibliographic services and systems worked over the holidays to load and overlay records ensuring our users improved access when they returned from break. Authority control covers all publications including government documents.  Marcive served as the vendor for this project.
 

New and Worthwhile: International Documents

UNBISnet
http://unbisnet.un.org/
The United Nations Dag Hammarskjold Library has now released their United Nations Bibliographic Information System (UNBISnet) on the web.  While it is useful as the catalog of the collections of the Dag Hammarskjold Library and primary index to UN documentation published since 1979, you will find its voting records for all resolutions which were adopted (either without a vote or by roll-call or recorded vote)
by the General Assembly beginning with its 38th session (1983-) and the Security Council beginning with its 1st year (1946-) especially handy.  When a recorded vote has taken place the display of the record will contain a summary of the voting as well as a detailed display of the voting of individual countries.

United Nations Office for Drug Control and Crime Prevention (ODCCP) Website
http://odccp.org/
The United Nations Drug Control Programme (UNDCP) and the Centre for International Crime Prevention (CICP) make up the Office for Drug Control and Crime Prevention (ODCCP).  Their new web site is now an excellent resource for up-to-date statistics and analysis of global drug-abuse trends, studies of drugs and crime prevention, and international drug control legislation.  “Reporting on a largely clandestine sector where information is by definition difficult to obtain “Global Illicit Drug Trends” constitutes the most comprehensive published source of estimates and statistics on the global drug problem.”

United Nations Demographic Yearbook 1998
The latest edition of the annual United Nations Demographic Yearbook, a definitive source of demographic and population statistics, has just been published.  Information on population trends, birth, death, marriage, and divorce is compiled from data provided by national statistics offices around the world and prepared by the Statistics Division of the United Nations Department of Economic and Social Affairs.  While this volume has not yet been listed in the UN’s on-line publications catalog, its sales number will be E/F.00.XIII.1.

The European Union:  A Guide for Americans
http://www.eurunion.org/infores/euguide/euguide.htm
This 2000 edition of an indispensable guide to understanding the structure of the European Union is geared especially for an American understanding.  Chapters are available on EU history, the Euro, European integration, and transatlantic relations.  Websites, publications, and other information sources are included in this resource available through the web page of the Delegation of the European Union to the United States.  Do check out other links on the Delegation’s site such as EU Research Tools and EU Law and Policy Overviews as well.

Carol Hunter, Univ. of Virginia
 

New and Worthwhile: Virginia Documents

Marianne M. McKee and Richard W. Stephenson.  Virginia in Maps: Four Centuries
 of Settlement, Growth, and Development.  Richmond: The Library of Virginia,
 2000.

Availability

This superb new book is available to the public as part of The Library of Virginia’s collection or from The Library of Virginia’s Shop.  The Library of Virginia is located at 800 E. Broad St., Richmond, VA 23219 (804) 692-3500.  The Library of Virginia Shop telephone number is (804) 692-3524.
 

Virginia General Assembly, Division of Legislative Services, Legislative Reference
 Center.  Topical Studies by the General Assembly of Virginia During the
 Period 1998-2000.  Richmond: Virginia General Assembly, Division of
 Legislative Services, Legislative Reference Center, December 2000.

Availability

 Copies are available for the public to read or check out at The Library of Virginia 800 E. Broad St. Richmond, VA 23219 (804) 692-3500.  A reader may obtain his or her own copy by contacting Alice Winn, Research Associate at the Division of Legislative Services’ Legislative Reference Center 910 Capitol St. General Assembly Bldg., 2nd Floor, Richmond, VA 23219 (804) 786-3591, awinn@leg.state.va.us
 

Virginia State Board of Elections.  Campaign Finance in Virginia: Summary of
Virginia’s Campaign Finance Disclosure Act for Non-Federal Candidates
and Political Committees §24.2-900 of the Code of Virginia.  Richmond: Virginia State Board of Elections, 2001.

No person or political committee shall make or promise to make a contribution to a member of the General Assembly or statewide official or his campaign committee on and after the first day of a regular session of the General Assembly through adjournment sine die of that session).

Availability

 Copies are available for the public to read or check out at The Library of Virginia 800 E. Broad St. Richmond, VA 23219 (804) 692-3500.  A reader may obtain his or her own copy by contacting the Virginia State Board of Elections 200 North 9th St., Suite 101 Richmond, VA 23219-3497 (800) 552-9745.

¹ R.H. Melton, "Warner Sets Fundraising Records: Early in Governor's Race, Most Democrat's $3 Million Has Come from Donors," Washington Post, 13 January 2001, p. B 01.

Matt Wier, State Documents Librarian, Library of Virginia