Documents Librarianship Love at First Sight 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 Vaccines (funding for development and regulations) Nutritional guidelines Bioterrorism intervention 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 Recreation National park system Passports Airport security Grant funding for the arts and humanities Genealogy Fishing and hunting licenses State park camping reservations 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 (sometimes) Technical research Patents Trade regulations and statistics Employment regulations Safety standards 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 • 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 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 • 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 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 53 regionals -1244 selectives 50% Academic 20% Public 30% Remainder Law and special Federal agencies and courts State libraries and courts Military academies Depository Profiles 53 regionals -1244 selectives Regionals – – – – Take all publications Approve disposals Administrative and training Detroit Public and 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 6541 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 – Media Union – 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 MARCIVE Progress Report Lists Congressional hearings quicker in MIRLYN Possible problems tracking – In-process publications being classified in LC – Publications where GPO corrects SUDOCS number – Library destination on record inappropriate for individual publication 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 Sample Reference Questions History of an 1870s lighthouse Translations of Chinese statements on SinoSoviet 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? Census data on grandfather Depository Surveillance GPO Biennial Survey http://www.access.gpo.gov/su_docs/fdlp/ bisurvey/index.html 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 15-member advisory board Includes industry, library administration, and documents librarian reps Transitional Era That was The Theory Here’s What’s Happening Now . . . Congressional 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 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 •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) 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 Effects of Federal Internet Initiatives 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 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! GPO is Losing $57 Million in its Sales 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 National Security Reasons 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 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 About 50 smaller libraries have left the FDLP in the past three years 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 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 People using internet for initial information Coming to library with harder questions Decline of In-Person Reference at Michigan 12000 10000 8000 6000 4000 FY 2003 FY 2002 FY 2001 FY 2000 FY 1999 FY 1998 FY 1997 0 FY 1996 2000 FY2003 FY 2002 FY 2001 FY 2000 FY 1999 FY 1998 FY 1997 50 45 40 35 30 25 20 15 10 5 0 FY 1996 Rise in Web Access of Documents Center Web Site In-Person Web FY 2002 FY 2000 FY 1998 800,000 700,000 600,000 500,000 400,000 300,000 200,000 100,000 0 FY 1996 Web as a Percent of Total Reference If You Just Look At The Non-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 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 Critical Need for Subject Specialists Role of Subject Specialist Know structure, operation, and publishing pattern of government Professionally active Reference Instruction Selection Passion for the public’s right-toknow Fun Job!