Académique Documents
Professionnel Documents
Culture Documents
Librarian,UniversityLibrary, 801S.
Morgan St., M/C 234, University of
EDITORIALBOARD
Debora Cheney, PennsylvaniaState
University; e-mail:dlc@psulias.psu.edu
Andrea M. Morrison, Indiana
University; e-mail: amorriso@indiana.edu
Ann Miller, Duke University;
e-mail: aemiller@duke.edu
Aimee C. Quinn,University of Illinois
at Chicago; e-mail: aquinn@uic.edu
Maggie Farrell, MontanaState
University; e-mail: farrell@montana.edu
Daniel C. Barkley, University of New
Mexico; e-mail: barkley@unm.edu
COLUMN EDITORS
Internet Waves:
California-Davis
International
Documents Roundup:
Lynne
M. Stuart, Johns Hopkins
University
Tech Watch:
Megan Dreger,editor,
University
CONTRIBUTIONS: Articles,
"
and their organizations. The deadline for submissionof material is: January 15
(spring issue); April 1 (summer issue), July 15 (fall issue), and October 15
(winter issue).
D.
EDITORIAL PRODUCTION: ALA Production Services Troy
McKulski,
San DiegoState
and
Membership
50E.
"
AMidwinter
site.berkeley.edu/GODORT/>.
and
pipelines, details of hazardous waste
sites and transport routes
and safety plans for chemical plants. However,
as information
professionals we are deeply
concerned about the access that is
being restricted to the public as wellas the
long-termavailability
of electronic information goes. For example,
is it deletedandlost
forever? Or, is it being held in a secure location until the times
change? The removals are not just on the federal
level. As of
January 2002, the states of Florida, Idaho, Missouri,
and
Washington are considering proposals to close previously open
records or meetings. Some states already have removed some
information and others have anti-terrorismtask forces proposed
to shield law enforcement and local
emergency preparedness
plans.1
One of my major concerns is the "lawof unintendedconseinformation via the Internet from all
levels of government andinternational organizations has allowed
for an informed world citizenry. The "take down" of the
Department of Interior web site due to a court order and not
September 11th is one example. As of December 6, 2001,
ThomasA. Downing,Chief GPOCatalogingBranch, announced,
"At present, most, if not all, Department of Interiorrelated publications links are down."2 If these publications weredistributed
in "electroniconly" format, theinformationis no longer available
via FDLP or any libraries.This is an unintended consequence.
The tourist planning a vacation no longer has access to the
NationalPark Service guides.The student doing research can no
longer access the Fish and Wildlife Service or Bureau of Land
Management web pages. The businessperson needing information can no longer get it via his/her office computer, and not even
in a local library. Ido not question the merit of the court order
(this lawsuit has been going on much longer than the explosion
of the Internet), but it is an excellentexample of the lawof unintendedconsequences.
Iencourage all GODORT members to be aware ofthe issues
surrounding access to and the provision of government information. An excellent resource to follow current activities is the
GODORT Legislation Committee Web page <http://sunsite.
berkeley.edu/GODORT/legislation/>. Also, the GovernmentInformation Technology Committee (GITCO) is working to provide
directiononimprovinglibrarians own "E-competencies" via their
webpage <www.library.ucsb.edu/ala/gitco/>.
International
Documents
Roundup
.ynne M. Stuart
WHO
The World HealthOrganizationdeals primarilywith the medical
issues related to HIV/AIDS, ranging from surveillance to treatment. The organization's Communicable Disease Surveillance
and Response Department(CSR) is an excellentsource of statistics about HIV/AIDS. Two recent issues of its Weekly
Epidemiological Record (WER) contain the article, "Global
Situation of the HIV/AIDS Pandemic, End 2001," parts 1and 2
(no. 49, 2001, 76, 381-388 and no. 50, 2001, 76, 389-440; online at
www.who.int/wer/index.html).Part one presents statistics on the
totalnumber ofofficially reported AIDS cases from the beginning
of the epidemicby country. The second part is an analysis of the
distributionof reported cases by age, sex, and assumed mode of
transmission. To understand the importance of disease monitoring there is "Programme for the Surveillance of HIV/AIDS/
and Sexually Transmitted Infections" at www.who.int/emc/diseases/hiv/hiv-surveillance.pdf. It explains WHO's role in the
development of guidelines and surveillance tools. A joint publiDttP
(www.who.int/emc-documents/aids_hiv/docs/whocdscsredc2oos.PDF)
(www.who.int/emc-hiv/fact_sheets/index.html)
to
Zimbabwe.
available on the UNAID web site.) These EPI fact sheets contain
the most recent country-specific data on HIV/AIDS and Sexually
Transmitted Infection (STI) prevalence and incidence, a short
assessment of the country's epidemiological situation, and information on knowledge and behaviors that can spur or stem the
transmission ofHIV.These data are necessary for a betterunderstanding of the status and trends of the epidemic,and areessential for informed decision-making and planning at national,
regionaland global levels.
WHO also publishes handbooks and guides on preventing
HIV/AIDS and caring for those who are infected. Examples of
these are AIDS Home Care Handbook (1993) andHIV Prevention
and Care: Teaching Modules for Nurses and Midwives (1993).
ThirteenWHO fact sheets on HIV/AIDS for nurses are located at
www.who.int/HIVAIDS/Nursesmidwivesfs/index.html. Topics
covered by these fact sheets include "Nursing care of adults with
HIV-related illness," "HIV/AIDS: fear, stigma and isolation," and
"Counseling and HIV/AIDS."
UNAIDS
For ten years from 1986 to 1996, the World HealthOrganization
had lead responsibilityon AIDS in the United Nations, helping
countries set up much-needed national AIDS programmes.
However, by the mid-19905, it became clear that the relentless
spread of HIV and the epidemic's devastating impact on all
aspects of human lives, including social and economic development, were creating an emergency requiring a greatly expanded
UnitedNations effort. In 1996, the UnitedNations created The
Joint UnitedNationsProgramme onHIV/AIDS (UNAIDS), as an
advocate for global action against HIV/AIDS. UNAIDS drew
together six organization1 into a cosponsored programme. As the
main advocate for globalaction onHIV/AIDS, UNAIDS leads ar
expandedresponse aimed at preventing the transmission of HIV
providingcare and support, reducing the vulnerability of individuals andcommunities to HIV/AIDS, and alleviating the impact o:
the epidemic on developingcountries.
The UNAIDS series, "UNAIDS BestPractice Collection,'
demonstratesthe advocacy role of UNAIDS. This is a growinj
collectionof materials on specific topics. Each topic will contan
a booklet on data for journalists and community leaders, a teen
nicalupdate for managers of projects, case studies from countne
or regions, key materials that represent up-to-date authontativi
thinking on the topic, and a best practice summary booklet to
those working in the fields. A listof the topics and onlinemate
rials can be locatedat www.unaids.org/bestpractice/digest/.
World Bank
In addition to its sponsorship of UNAIDS, the World Bank publishesuseful material about HIV/AIDS and its affect on country
development. A valuable report is Confronting AIDS; Public
Priorities in a GlobalEpidemic(1999). The material in this report
covers basic aspects of the disease to discuss how governments
can confront the epidemic.One section covers the epidemiology
of the disease and the key principles for an effective response.
Another sectiondiscusses how governments can helppeoplewho Reference
have the disease. A third sectionconsiders the need for partnerships among country governments, Inter-governmental 1. The six original cosponsors are UNICEF, UNDP, UNFPA,
UNESCO, WHO and the WorldBank. In 1999 UNDCP
Organizations (IGOS), Non-governmental Organizations
joined.
(NGOS), anddonors. The report contains statistical tablesand an
Internet Waves
Brian W. Rossmann
card bill online (15 percent), or traded stocks online (10 percent)." This would seem to suggest that not only are government
websites gaining acceptance with the public, but that the public
knows about them; perhaps it is even more aware of them (and
the benefits they offer) than it is awareof many commercial web
sites. Given the amount of marketing,advertising,and hypeleveled at the public by commercial organizationsregarding their
web sites, it is downright amazing that government web sites,
which marketthemselveslittle incomparison, are so successful.
The percentage of people using the Internet to obtain government information, pay taxes, apply for permits, and conduct
other business is surprisingly high, especially at the state and
local levels," said Roland Rust, director of the Center for cService andholderof the David Bruce SmithChair in Marketing
at the Smith School. "This research suggests that e-government
is in many ways even more prevalent than e-commerce eservice appears to be an increasingly attractive alternative to
standing in line at a government office," said Rust.3
AlreadyIcan hear the naysayers in the audience: "But, this
survey reports on the number of adults with Internetaccessl What
about the folks whoaren't online?" Indeed,according to a Harris
References
1
ces/Nationalpercent2oTechnologypercent2oeadinessperc
ent2oSurvey.htm>,accessed 1February 2002.
Tech Watch
Tim Berners-Lee, Guest Columnist
Web Accessibility
"The power of the Web is in its universality. Access by
everyoneregardless of disability is an essential aspect."
The above quote sums up the issue well: the Web is indeed a
powerful communication tool available to everyone, at leastin
theory. Yet millions of people have disabilities that affect how
they access information over the Web. For example,people with
vision disabilities using JAWS or other softwaredon't always get
all the information conveyed on the web page because the software can't read information relayed only with color or graphics
that have no text description.
The Web has become a key source of information.In the
past few years the amount of government information available
online has grown tremendously.TheFederalDepositoryLibrary
Program (FDLP) has steadily increased the amount of information available electronically;the "New Electronic Titles" listing
fromGPOaccess includes morePURL's each month.In addition,
more and more foreign, state, and local government information
is also becoming available on the Web.
To make this information accessible, web designers need
guidelines. Two important resources are the Web Content
Accessibility Guidelines and the Section 508 standards, both created expressly to address this issue.
Guidelines
The World Wide Web Consortium (W3C) is an international
body that creates standardsandother toolsfor web development.
One W3C project, the Web Accessibility Initiative(WAI), focuses
on web accessibility and has published accessibility guidelines
for web developers.
The Web Content Accessibility Guidelines (www.w3.org/TR/
search.com/Articles/press_release3/press_release3.html>,
harrisinteractive.com/harris_poll/index.asp?PlD=266>,
Section 508
In 1998, PresidentClinton signed the Workforce InvestmentAct
(Pub. L. 105-220), whichamendedthe RehabilitationAct, specifically extending the requirements outlined in Section 508. The
amended Section 508 (29 U.S.C. 794d) mandates that disabled
people have access to the electronic and informationtechnology
of federal agencies. The law applies to agencies when developing, procuring, maintaining, or using electronic and information technology, unless this provision would impose an undue
burden.
The task of creating standards was assigned to the
Architectural and TransportationBarriers ComplianceBoard (the
'Access Board'). The standards that deal with web access (36
CFR 1194.22) are a listofsixteen things to do when designing(or
redesigning) a web site. For example, "A text equivalent for
every non-text element shall be provided (e.g., via 'alt',
iongdesc', or in element content)." Many agencies now have
Section 508 web pages with background information and a
description of their compliance efforts (e.g. USDA's Section 508
Accessibility (www.ocio.usda.gov/irm/508/secsoB.html). These
standards have been incorporated into the federal acquisition
regulations(66 FR 20894, April 25, 2001), thus possibly affecting
private companies seeking government contracts. In addition,
other laws have included Section 508 compliance.One such law
is the Assistive Technology Act of 1998, which requires that
states receivingcertain funds comply with Section 508.
The Future
It remains to be seen how widespread the results of Section 508
and W3C's guidelines will be, particularly for web sites not
required to meet any standards. In a recent study examining
online access to state legislative documents, the authors wrote
that "[p]erhaps the most worrisomefinding of this study is the
failure to design so that assistive technology can interpret the
web pages."1 The web may never be entirely accessible, but as
the authorsof the study observed, "publicinformation websites
should lead the way in providing equal access."2 As more and
more governmentinformationis availableonly online,it iscritical
that these issues are addressed.
More information
The Access Board's Section 508 page: www.access-board.
gov/508.htm
Includes links to the-law and regulations as well as background material.
Bobby: www.cast.org/bobby/
The Center for Applied Special Technology (CAST) created Bobby to help web designers test their pages for accessibility under Section 508 and W3C's Web Content Accessibility
Guidelines.
10
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Trainin
Center: www.ittatc.org
Includes background information about Section 508
an
training material, such as an online Web Accessibility course
Section 508.g0v: http://sectionsoB.gov
Recently redesigned, this site has background information
aboutsection508 as wellas training materialand other informa
tion.
Usability.gov:www.usability.gov/
This site from the NationalCancer Institute is a guide tc
designingaccessible web pages.
W3C's Web Accessibility Initiative: www.w3.org/WAI/
Includes links to WAI guidelines as well as the very hand\
WAI Quick Tips Reference Card www.w3.org/WAI/References
QuickTips/ andlinks to sources of information, ik
References
1. Fagan,Jody Condit andBryanD.Fagan. "Citizens' Access
to On-Line State LegislativeDocuments" Government
Information Quarterly, 18 no. 2 (summer 2001): 111.
2. Ibid.
declaration by the Superintendent of Documents, thatoffer "the materialsnecessary for a study of the workings of
Francis J. Buckley, Jr., that there will be a substantial the Constitutional Convention."
migration to electronic distribution of Government
The
program willaccelerate."
Iam delightedto see thatmaterialsthatmany library patrons
cannot access today will become more available through the
Internet. Ialso consider the impliedstandardizationof files2 destined for Internet distribution to be a far better approach than
that employed for the various CD-ROM and software products
available in the past from sundry government agencies.3
The followingshort note illustrates a veryfocused investigationinto anarea of UnitedStates history.It is a way to showcase
the availabilityof relevanthistorical materials, and it is a demonstrationthat wemay beable to livecomfortablyand productively
with sustainedelectronicaccess to government publications.Iam
using this example because it is a very American question, yet
one that relatively few patrons might examineto this depth.
As a government documents librarian, Ihave developedan
interest in treaties between the United States and the Indian
Nations. Librariansknow thatCharles J. Kappler, theClerk to the
Senate Committee on Indian Affairs, assembled a collectionof
these instruments.4 Today, though, we have the ability to access
electronically several of these volumes and in particular the
second, or "Treaties, 1778-1883" one through the digitization
project of the Documents Department at the Oklahoma State
University Library.5 An accompanying search engine means that
all I,ooo+pages of the treaty texts maybe searched for selected
targets, like "annuity" or "cession." Bluntly, this project at
Stillwater has reopened to all the forgotten world of American
Indian treaties.
In the same vein, the Library of Congress has increased its
digitized collection of historical assets. The Century ofLawmaking
for a New Nation web page6 supports selected documents from
Constitutional Convention
The entire, thirty-four volume run over the years 1774 through
1789 of the Journals the ContinentalCongress that furnishes the
of
managedby theGovernment Printing Office. Inthe spirit ofcooperadevelopment, readers are remindedofhow much "digitization and
"
sources can
tion and electronicarchivingof significant historical
be
included
andthese
need
to
projects,
state
andlocal
happen through
in the greater GPO effort.
Spring 2002
11
Bernholz
ft the subsequent Congressional Globe that "contains the
debates of Congress from the 23rd Congress, Ist Session
through the end of the 42nd Congress ( 1833-1873 )," in
forty-six volumes. As can be seen, there is a five volume
overlap between the Globeand the Registerof Debates for the
23rd Congress, Ist Session in 1833 through the 25th
Congress, Ist Session in 1837. The Globe format changed
from a "condensed report" or abstract approach to a nearly
verbatim one beginning with the 32nd Congress in 1851.
Although not in this collection, the familiar Congressional
Record, in 1873, began to report the proceedingsof following
Congresses, and replaced the Globe.
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References
1. The Superintendent'sletter was also publishedin
Administrative Notes on 15 September 2000, and it is available at www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/
ado9lsoo.html.
2. The Electronic TransitionCommittee's "Report on GPO's
Transition to a More Electronic FDLP" discussed aspects
of standardizationrequired for a successful migration(www.
access.gpo.gov/su_docs/fdlp/pubs/adnotes/adosoloo.html#7).
3. AlthoughI was never able to find it in Title 44, lamsure
that someone once told me thateach agency was federally
mandated to create their own software development language and instruction package syntax so thateach and
every itemwould be an unique contribution to the FDLP
collection. Or maybe it just seemed that way when Itried
to help my patrons with some of those products....
4. The GPO, between1904 and 1941, originally published
Kappler's five-volume ensemble, but reprintings by AMS
Press in 1971 and by the GPO in 1975 have beenthe
recent sources of these materials. The second or treaties
volume was also producedby Interland Publishingin 1972
as a stand-alone monograph
entitledIndian Treaties, 17781883.
5. The Kappler compilationmay
be accessed at http://digital.
hbrary.okstate.edu/kappler.
6. See http://lcweb2.loc.gov/ammem/amlaw/lawhome.html
for
the main webpage. An additional access point is
available
from the "CongressionalDocuments and Debates,
17741873" link on the THOMAS page at http://thomas.loc.gov.
7. Cited document descriptions in the followingparagraphs
are taken from the main web pageof each specific
title.
8. Timothy L. Coggins identifies a concern for obtainingprimary legalmaterials ( "Print NoMore: U.S. Code,Code
of
FederalRegulations, and the FederalRegister," VirginiaLawyer
49 ( 2000 ): 53-55 ), but surely these questions havearisen
andbeen solved beforethe Internet era. On amore general
note, wemay each assess whether
our library has the title
suite from the Library of Congress Century of Lawmakingfor
a NewNation page, and whether electronicaccess may
expand our individual collections in a meaningful manner.
9. See the Program's mission statement at the bottomof the
mainCentury ofLawmakingfor aNewNation page.
10. The recent webusage data gathered by Media Metrixhave
shown thatlowerincome households are the fastest
growingsegment of Internet users. Although stillsmall in
terms of absolute numbers, this growth means that those
whohave traditionallybeen shut out of information
access regardless of the format will have greater opportunities in the future. As Media Metrix stated: "The
Internet, whilesmaller in size than the generalU.S. population, clearlylooks more like the mainstreampopulation
than everbefore." Exposure to, and skills obtained
through,the Internet willmean that more users will feel
less apprehensive to use web basedmaterials.This will
certainlyinclude FDLP commodities.See the Media
Metrix report at www.mediametrix.com/press/releases/
20000821.j5p.
Spring 2002
13
Staying Digital
Recommendations on Preserving
New Jersey Government Information
in the Digital Age
Report of State Documents Interest Group of the "Report
oftheState Documents Interest Group of the Documents
Association of New Jersey, Ad-Hoc Committee for the
Preservation ofDocuments in ElectronicForm.
Executive Summary
Key Points:
ft The State of New Jersey now produces large amounts of
information in digital form. A policy to protect and preserve
that information is needed to ensure permanent public
access to this information.Developinga plan for permanent
public access will safeguard the State's investment in information and save New Jersey taxpayers money in the long
run.
Key Recommendations
ft The State should develop a plan to preserve government
information from the point of its creation and throughout its
life cycle. We recommend that digital documents include
descriptive metadata(e.g., XML) to facilitate migration of
data to new softwareand hardwareenvironments.
ft Government documents are created by many state and
municipal entities. A central repository is needed to ensure
permanent access to these documents.The State Library has
14
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taken a leadership role in providingInternet access to documents created by many state agencies. Additional funding
and staffing are necessary for the Library to properly store
and safeguard valuable government information created in
both electronic and tangible formats.
ft Documents with enduringlegal, historical or cultural value
should continue to be distributedin both tangibleand electronic formats. Our current system of state depository
libraries provides the best method of preserving valuable
government informationfor long-term use.
Introduction
This report is the product of discussion among librarians who
oversee New Jersey state government document depositories.
Like many state governments, New Jersey now publishes many
government documents directly on the Internet. As librarians we
applaud these efforts to provide citizens with greater access to
government information.We are also concerned forthe long-term
viability of such documents. Without careful planning, much of
the digital informationcreated today will be gone tomorrow.
The major concern of this report is governmentpublications,
that is, substantive reports and monographs that have traditionallybeen distributed to state depository libraries, as opposed to
intra-agencyrecords, press releases and memorandathat are the
concern of the State Archives. But the Internet has blurred that
traditional distinction as agencies post both publications and
records on their Web sites. From the perspective of library
patrons, an electronicpublication is anything they can find on the
Internet. Internet postings of agency memoranda and press
releases are frequently cited in newspapers and scholarly publications. As librarians are called upon to locate and verify these
citations, our concernmust embraceallelectronic documentsthat
have continuinglong-term value. It is hoped that the recommendations made in this report will be of use to all state officials
responsible for the creation, dissemination, and preservation of
state government information, as well as the State Library and
State Archives.
Though the digital age has barely begun, we have already
lost tremendous quantities of data. Digital documents created
and stored in legacy software such as COBOL, C/PM, D-Base,
Wordstar, and evenMS-DOS, are now inaccessible to most computer users. The hardware necessary to view information stored
on 8" and 5 lA" floppies, 8-track and betamax tapes, and other
legacy formats has largely disappeared.
Government information is not immune from the threat of
technologicalobsolescence.The originalraw data from the 1960
decennial census was stored on a then state-of-the-artUNIVAC
computer. When the Census Bureau turned the data over to the
National Archives in the mid-1970s UNIVAC computers were
long obsolete. Heroic and costly rescue efforts recovered most,
but not all, of the data.Other items lost to the digitalblack hole
include much of the data from the Viking mission to Mars and
pre-1979 Landsat images of the earth. In neighboringNew York,
all of the computerized data from a comprehensive1960's study
Staying Digital
By disseminating information via the Internet,
the State of
New Jersey has reached a greater audience
and providedcitizens
with quick and easy access to basic information
about state government. The Internet, however, does not reach everyone.
Providing alternateaccess through depositorylibraries
serves two
purposes: it makes government information accessible to
those
who cannot or willnot use the Internet, and it provides
a reliable
means of preserving that information for generations to
come.
15
Electronic Preservation
Digital documents are coded documents that consist of, at the
most basic level, zeroes and ones. These digital bits convey
information about the content and format of the document and
also about the software environment necessary to resurrect the
bits and bytes into a meaningful representation of the original
document. To view the coded document it must be viewed
within the software and hardware environment in which it was
created, or a good emulationof the original environment.Otherwise we are left with a meaningless string of zeroes and ones.
The codedbits and bytes of a digitaldocument are stored on
magnetic media such as floppydisks, hard disks, tape, zip drives,
CD-ROMs and DVDs. The average shelf life of a floppy disk is
two to three years. The average shelf life of a standardCD-ROM
is five to fifty years, although some highqualityopticaldisks may
last for up to 100 years.8 A document stored on a floppy disk can
be preservedby copyingit or "refreshing" it to a new disk. The
solution to digital preservation, however, is not as simple as
storing documents on high quality optical disks, or faithfully
refreshingthe data.In one hundred years (or even in ten years)
the software and hardwarenecessary to decode a digital document created today will no longer exist.To preserve the document for periodsbeyond a decade, additionalsteps are necessary.
The method most widely used to keep digital documents
accessible is migration. Migration is defined as "the periodic
transfer of digital materials from one hardware/software configuration to another, or from one generation of computer technology
to a subsequent generation."9 Migration is a more costly and
labor intensive method of preservation of data than simply
refreshing the data, but it is necessary if the document is to
remainusable beyondthe shortlifecycleof the softwarein which
it is embedded.
A simple example of migration is movinga document created in one version of word processing software to a newer version. Most word processing software programs will read the last
few generations of the same program withoutproblems or any
loss of content of formatting.Converting a document created in
Wordstar on a CP/M operating system twenty years ago is a far
greater challenge. It is possible(assuming that the datahas been
periodicallyrefreshed) to retrieve most of the content, ifnot the
formatting, if one is willing to invest time and money in the
recovery, but heroic recoveryis not the idealdocument management plan.
16
DttP
ware and hardware environment in which a document was created, as well as information about its appearance and functionality. Metadata can also be used to embed a "digital signature"
that can serve to verify a document's provenance and authenticity. While much research is being done to develop universal
standards, as of the writing of this report, there is no universally
accepted standard for descriptivemetadata. Research to develop
a uniform standard for preservationmetadatais being conducted
by OCLC and the Research Libraries Group12 and the National
Archives.13
Digital preservation is a labor-intensive effort, and therefore
Staying Digital
ft Documents that must be preserved for periods of greater Susan Lyons Report Editor
than a decade shouldbe distributedintangible format to the Shelley Myer
State's depository libraries. Paper and microform are stable Susan Sabatino
media that willensure cost-effectivepreservation and access Dorothy Warner
to the intellectual content of valuableState documents.
ft Where possible, master copies of documents should be
Participants
stored in open standard formats, such as ASCII, Unicode, Committee
HTML,XML or TIFF.
ft The State should explore embedding digital documents GeetaliBasu, County College of Morris
with descriptive metadatathat willenhance the chances for Carole Bruce, Seton Hall University
Rutgers University
successful migration of the documents to new software and Mary Alice Cicerale,
University
Rutgers
Mary
Fetzer,
hardware environments.
Public Library
Grice,
East
Brunswick
The State Library should catalog digital documents of Ann
University
Kadezabek,
Monmouth
enduring value. This will increase the likelihood that Susan
School-Newark (Chair, Ad-Hoc
Law
Rutgers
Lyons,
libraries willinclude state documentsin their online catalogs Susan
Committee)
and increase public access to these resources. This comMyer, Rutgers SCILS GraduateStudent
Shelley
mittee recognizes that additional staff resources will be necMurtha,
RowanUniversity
Peggy
essary to catalog state electronic documents. While there is
Public Library
Saurs,
Laura
Newark
still debate about the best methods of cataloging electronic
Spring 2002
17
GeetaliBasu MembershipCommitteeChair
LPSI447]
html]
18
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Stewart
As
covering
the basic information about how to access government
information onlineand in traditionalformats. We included a brief
bibliography on various topics that might be of interest in planning a curriculum unit, such as space and nutrition. These
sources were in a variety of formats. In April 2001, Cherri and I
joined with two other colleagues, J.B. Petty, SMSU Library
Science Coordinator and Dea Borneman, Library Media
Specialist for GreenwoodLaboratory School, to present a workshopdealingwith civil andhuman rights materials for theMASL
annual conference. Since SMSU's Meyer Library was recently
appointed as a United Nations depositorylibrary, Iincluded a
brief mention of international issues, although the program
mostly dealt withhuman/civil rights issues in the United States.
Ialso showed conference attendeeshow to access the Library of
Congress's "American Memories" Website and the Justice
Department Website, along with some paper materials on the
again
subject.
Soring 2002
19
____
Stewart
I^llo^^
Folland Software's Shelflist file service allows you to maintain your depository shelflist in electronic
format. This means you can reduce processing time and maintenance expenses, while providing
piece-level bibliographic control for govdocs! With records in electronic format, you can do keyword
searches on the title, as well as searches on the SuDoc classification and item number.
/fcsr^
CreatorS of
IftC (Data
/c^h
J^L^
tC> MaqiciaU
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22
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Spring 2002
23
others
tQ ente
24
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norm to support and counsel his selectives. Ridley has taken a lead in projects
directedtoward operationalissues, such as
the several attempts to tackle problems
associated with Regionals and superseding documents Most recently Ridley
has co-spearheaded efforts to define
seryice expectations in
deposi
Ub
electronicenvironment.
,
Ridley s
contribudons t0 the
professif)n
many Just to name a few
Depository
he w
Qf
Library Council from 1987-1990. During
" "
, r^
v- term
naao
his
as Chair ofr the Council-i (198
1990), he brought a new level of excellenceand commitmentto the Council and
fostered new communicationand cooperation between GPO and the depository
community. Ridley was a member of the
__ _
__
on the Legislation
he
would attend the
Committee
meetings
and offer assistance
numerous
Ridley
has
testified for the
advice.
and
Library
Associationbefore
American
congressional committees three times twice
in favor of GPO's budget and onceon the
subject of "Government Information as a
Public Asset." He has been on the
GODORT AdHocCommitteeonGODORT
Organization and chaired the GODORT
Ad Hoc Committee on GPO/2001 Vision.
Ridley was part of an informal group
(Dupont Circle Group) that initiated discussion on reshaping the Federal
Depository LibraryProgram (FDLP). He
was instrumental in helping to organize
the "Chicago Congerence on the Future
of Federal Government Information",
held in October 1993. And he was a
member of the Coalition of Many
Organizations (COMA)/ARL, ALAGODORT, ALA, SLA, AALL a groupof
membersfromthe four major library associations to discuss and come up with a
general statement concerning mutual
agreement on what must constitute the
Federal Depository Library Program in
any future Congressional legislation.
In addition to being awarded the
CIS/GODORT/ALA Documents to the
People Awardin 1992, Ridleyreceivedthe
Distinguished Alumni Award from the
UNC-CH School of Library and
Information Science in 1996 and was the
third ever recipient of the University of
North Carolina Mentor Award for
Lifetime Achievement in 2000.
What better way to honor someone
who has devoted his career to providing
access to government information, who
has shared his enthusiasm and love for
government information with colleagues,
students, faculty, staff, members of
Congress, congressional staff, and "anyone else who will listen"then by awarding
them the James Bennet Childs Award?
wasn't officially
CIS/GODORT/ALA
"Documents to the People" Award
The 2002 recipient of the CIS/
GODORT/ALA "Documents to the
People" Award is Andrea Sevetson This
award
is presented to the
individual
library, institution, or other
noncommercial group that has most
effectively
Readex/GODORT/ALA
Spring 2002
25
DttP
W. David Rozkuszka
Scholarship
italics
strator
language
who also serves as the editorof the moving to the membership committee
Proposed new
GODORT Policies and Procedures becauseof the increased continuityon the
Manual (non-voting), the Chair of the Publications Committee (less need to for
Proposed Changes to
Notable Documents Panel, the Chair of theGODORTPastChair on Publications)
Standing
the EditorialReview Board, and one rep- and the need for the focus on
X:
resentative
from each of the Task Forces Membership that GODORT has seen in
Committees, Sections D, F.
appointed to staggered two-year terms. recent years.
The Publications Committee shall have
Section 3.
The Round Table shall have the fol- the responsibility of:
(1) Coordinating and disseminating Proposed Changes to
lowing standing committees:
d. Membership Committee. This information by issuing DttP, GODORT Article V: Duties of the
committee is composed of nine members Policies and Procedures Manual or other Officers
appointed by the GODORT Chair with publicationsor through correspondence to
Section 2.Assistant Chair/Chairthe approvalof the SteeringCommittee to memberaffiliates;
(2)
Elect.
staggered two-year terms. This committeeis
composed of nine members appointed by the
The Assistant Chair/Chair-Elect shall
GODORT Chair to staggeredtwo-year terms,
serve as a member of the Nominating
ijApprovingany
and the immediate Past GODORT Chair.
Committee, aft4the Budget Committee,
Four members shall be appointedin even publications produced under the auspices of
the Schedule Committee, and as Chair of the
years and five in odd years. The Chair of ALAIGODORT;
Program Committee.
(3) Compiling information with the
this committee shall be appointed from
among the committee members by the assistance of the Editorial Review Board
GODORT Chair with the approval of the on publication options and procedures, Section 3. Immediate Past Chair.
Steering Committee. The Membership reviewing all publications projects and The Immediate Past Chair shall serve as a
Committee shall actively promote mem- making recommendations on publishing memberof the Executive Committee, the
Committee;
bership inALA and the Round Table and to the GODORT Steering
Committee, the Budget
a
Notable Steering
Maintaining
(4)
shall promote participation of Round
Committee tH*i the Publication MemberTable membersinALA and Round Table Documents Panel responsible for the ship Committee andthe Schedule Committee
an annual
activities. The Committee shallalso main- compilation and publication of
and shall perform such duties as assigned
documents;
government
significant
tain communication with state and local list of
by the GODORT Chair.
(5) Maintaining rhr Diiccting the
affiliates, assisting and/or advising with
Rationale: This brings the duties of
projects, interests and activities groups.
conforthe Immediate Past Chair into
changed
The Chair of the Committee shall desigin
been
mance with what has
nate one member of the committee as
includes
in
and
Article X (Committees),
coordinator of these activities.
Chair/Chair-Elect
the duties of Assistant
Rationale: To affirm the emphasis
and the Immediate Past Chair the memthat GODORT is placing on recruiting
(May 2001) Schedule
wch bership on the new
ar>d maintaining membership, the
(6) Maintaining iln GODORT
by the GODORT
on
DttP, recom- Committee voted
publisher
as
of
Functioning
eiwMembership.
GODORT Past Chair is being moved
to the
horn the Publications Committee to the mendingandsubmittingfor endorsementeditor,
2/4/02 eh.2
the
DttP
GODORTSteeringCommittee
Membership
Article
Committee.
Spring 2002
27
DttP
Useful References
(FDLP).
Government Information
Information
http://sunsite.berkeley.edu/GODORT/
prin_GODOT.html
www.ala.org/washoff/fdlpbackground.html
United States Code. Title44.
www.access.gpo.gov/congress/congol3.
Html
United States Government Printing
Office (GPO)
Snapshots of the Federal Depository
Library Program(historical overview)
http://wwl.access.gpo.gov/gpoaccess/fdlp/
history/snapshot.html
depositoryprogram?
__
4)
Summary
Christopher Thiry
X
6
being produced cooperatively
all concerned?
Limited expertise in software and hardeither with another federal agency or Who is getting leftout?
ware. X
4
with a commercial sector partner Encourage the production and distribuof
data
and
software
ties up
Complexity
(CRADA) are these products being
tion of metadata in standardforms
computers. X
4
archived in a way that they will con- Consider the distribution of metadata in
Archiving of maps? X3
tinue to be freely accessible to the
easier to use forms for general public
Format stability?
public?
Industry: Concern over industry-driven
Will we be able to ready CD-ROMs 20
Have you considered, when negotiatinga
standards in format and software.
years from now? X
2
CRADA, fitting into the agreement
Support the development of openDifficult to find on-line.X2
enoughcopies of your product to fulstandards. Copyrights should belong Library may by-passed.X
be
2
fill the need of the GPO depository
to the public whereverit is possible.
Requires less time to file and maintelibrary program?
Cautions:
nance.X
2
The Cartographic/GIS library community Spatialdata tends to have wideruses than Increased map use in general.
is an excellent way to advertise the
that for which it was orginally ereLose of ability to become aware of new
availability of your products and how
ated.
maps. Easier to keep track of.
they can be used. Is there any way We cannot always envision how data prodFinding on-line often takes more
you can think of that we might assist
ucts will/should be used.
time than finding in paper. Raises
you inmeeting your goals or mission?
Do not mistake delivery of geographic
expectations of what is available oninformation for delivery of spatial
line. Many patrons only interested in
data
digital products and forget/don't
GIS in Libraries
Web-mapping is not the same as spatial
know about printed maps. Patrons
analysis.
not skilled in using them. Cannot
Mike Furlough
GIS software industry is focused on govuse. Libraries of lesser means cannot
constituencles
ernment and business, not on educakeep up. Move collection from owntion and the public
ership to access. More up-to-date
Not just the academic users
maps. Older items (15' topos) not onktate and local governmentusers
29
Spring 2002 Volume 30, Number 1
5)
6
region.
Save if items coverown
X4
Depends. X2
not
send elsewherebecause
we
have
expertise.XIO
Both. X6
30
DttP
15, 2001).
dissemina-
Recommended
Specifications
the catalogingdescription. The Map catalogers are doing more of this than anyone
else on the catalogingstaff.
31
Library of Congress
Geography and Map
Division
John Hebert
DigitalProgram
DttP
Cataloging
an
overview of
Spring 2002
33
DttP
Spring 2002
35
"
_
,.._
ri
D
vi t- and
Refuges
aff Wildlife
were in black
&
-L
white.
,,.,
ftf
att
refuges
Mapping of wildlife
F&WS has been revolutionized with the
introduction of GIS. Among other advantages, this has increased the accuracy of
boundaries and land ownership data.
Examples of the different types of maps
produced through the years were shown.
These maps are becoming more valuable
as a source of information and to document changes in land ownership and
refuge boundaries. A question was raised
concerning the distribution of wildlife
Janet
J
Collins, Western
'
. ..
"___
(MAGERT
v
*--,_.__
University of Kansas
Donna Koepp,
r*l
(GODORT)
" _
. _ . ,.
University
,a a McLeod, Washington
Clara
(GIS)
.
Bruce Obenhaus, Virginia Tech (SLA
TT
",
G&M)
Duke
Umvcr.it.
Presenters: Attendees:
ur__u;.n
Washington
\
University WAML)
,
7
* University off Virginia
Mike Furlough,
Ma
"
TI
Robin Haun-Mohamed
GPO) Vi
,
Moorhead (GPO Cataloging)
&
. ,___,
Tad Downing GPO Chip Woodward
,
"
GPO Cataloging
_?,-,
Rea Mueller (USGS) Wilford Daniels (LC
v
"
. .
Cataloging)
John Hebert (LC G&M) Patricia
(NOAA)
Jim Lusby (NIMA) Sharon
Banks
Kemp
(NOAA)
Tim Trainor (Census)
RogerPayne (US BGN)
Nancy Haack (NPS)
Christine Clarke (NRCS)
Doug Vandegraft (F&WS)
36
DttP
Spring 2002
37
Elected Officers
GODORT Chair
Cindi Wolff
Washington Information Network
4801 Oxbow Road
Rockville, MD 20852
work phone: 202-693-6633
cell phone: 225-802-9821
fax: 202-693-6644 e-mail: wolff-cindi@dol.gov
or docwonk@yahoo.com
GODORTAssistant Chair/Chair-Elect
William (Bill) Sudduth
Head,Documents and Microforms
University ofSouthCarolina
Thomas Cooper Library
Columbia, SC 29208
phone: (803) 777-1775
fax: (803) 777-9503
e-mail: sudduthw@gwm.sc.edu
GODORT Secretary
Mary Horton
Gov't Info. & Microtext Dept., Access
Services Team,
Z. Smith Reynolds Library,
Wake Forest University(Dep.O44SAVFUN)
P.O. Box 7777
Winston-Salem, NC 27109
phone: (336) 758-5829
fax: (336) 758-8831
e-mail: hortonm@wfu.edu
GODORT Treasurer (2003)
Tim Byrne
Government Publications Library
University of Colorado
Boulder, CO 80309-0184
phone: (303) 492-8834
fax: (303) 492-1881
e-mail: Byrnet@spot.colorado.edu
Elected Officers
Task Force Coordinators
FederalDocuments TaskForce
Coordinator
Sherry DeDecker
Reference Services
Davidson Library
University of California
Santa Barbara, CA 93106-9010
phone: (805) 893-3713
fax: (805) 893-4676
e-mail: dedecker@library.ucsb.edu
InternationalDocuments TaskForce
Coordinator
David N. Griffiths
Assistant Government Documents Librarian
Government Documents Library
University of Illinois at Urbana-Champaign
Library
200D
1408 W Gregory Dr.
Urbana, IL61801
ph0ne: (217) 333-6696
fax:(217)333-2214
e-mail: dngriffi@uiuc.edu
Publications CommitteeChair
Andrea Morrison
Documents Librarian
Government Publications Dept.
264 Main Library
1320 E. 10th St
Indiana University Libraries
Bloomington, IN47405-3907
38
DttP
Bylaws CommitteeChair
Andrea Sevetson
218 Doe Library
University ofCalifornia
Berkeley, CA 94720-6000
phone:(510) 643-9346
fax:(510)642-6830
e-mail: asevetso@library.berkeley.edu
Cataloging CommitteeChair
John Stevenson
Coordinator, Government Documents and
Maps
University ofDelaware Library
181 S. College Aye,
Newark, DE 19717-5267
phone:(302) 831-8671
fax:(302)831-1046
e-mail: varken@UDel.edu
EducationCommittee Chair
Karrie Peterson
University of California, San Diego
Geisel Library - SSHL 0175R
9500 Gilman Drive
La Jolla,CA 92093-0175
phone:(858) 534-2024
State & LocalDocumentsTaskForce
Coordinator
Nan Myers
Assistant Professor
Librarian for Government Documents, Patents
and Trademarks
Ablah Library
1845 Fairmount
Wichita State University
Wichita, KS, 67260-0068
phone:(316) 978-5130
fax: (316) 978-3048
e-mail: nan.myers@wichita.edu
GODORTCouncilor
Bernadine Abbott Hoduski, (2004)
100 N.Lamborn
Helena, MT 59601
phone: (406) 449-9974
fax: (telephone so she can turn on fax)
e-mail: ber@initco.net
Budget CommitteeChair
Tim Byrne
See GODORT Treasurer for contact
information.
GovernmentInformation Dept
Main Library
University of California
PO Box 19557
Irvine, CA 92623-9557
phone:(949) 824-4344
fax: (949) 824-3644
e-mail: jkhorn@uci.edu
GovernmentInformation Technology
Committee (GITCO) Chair
Eric Forte
Social Sciences Librarian
Davidson Library
University ofCalifornia
Santa Barbara, CA 93106
phone:(805) 893-2074
fax: (805) 893-4676
e-mail: forte@library.ucsb.edu
Legislation CommitteeChair
Laura Dickson
Michigan State University
U.S. Documents Librarian
Michigan State University
100 Main Library
East Lansing, MI48824
phone:(517) 432-8045
fax:(517)432-1191
e-mail: dicksols@mail.lib.msu.edu
Library
Ottenheimer
of Arkansas at Little Rock
Rare andEndangered
Publications
Committee Chair
John B. Phillips
Head, Documents Dept.
University
University Avenue
28oi South
Rock, AR 72204-1099
Little
phone (501) 569-8444
fax (501) 569-3017
e-mail: kmruss@ualr.edu
EdmonLaw Library
Oklahoma State University
Stillwater,OK 74078-0375
phone: (405) 744-6546
fax: (405) 744-5183
Nominating CommitteeChair
Louise Treff-Gangler
Head, Government Publications
Auraria Library
e-mail: ltreff@carbon.cudenver.edu
e-mail: bart@okstate.edu
_"_._.
_i
i .*
GODORT PastChair
Ann E. Miller
e-mail: aemiller@duke.edu
Program CommitteeChair
Bill Sudduth
See GODORT Assistant Chair for contact
information.
Special Officers
Archivist
Vicki L. Tate, Archivist
Head, Documents/Serials
University Library
University of South Alabama
Mobile, AL 36688-0002
phone:(334) 460-7024
Parliamentarian
Beth Clausen
Website Administrator
Christof Galli (2004)
Data Services Coordinator
Public Documents
6k Maps
39