Documents Documents LibrarianshipLibrarianship

Ahead of the Ahead of the Curve or Behind Curve or Behind

the 8 Ball?the 8 Ball?

FamilyFamily

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

HealthHealthDrug approvalNutritional guidelines Terrorism and bioterrorismRegulation of nursing homes Medicare payment schedules for

hospitals

IncomeIncome

TAXESTAXESMinimum wageMinimum wageEqual employment opportunity Equal employment opportunity

guidelinesguidelinesConsumer price indexConsumer price indexCivil service salariesCivil service salariesSocial 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 assistance????????????Disaster 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

Plan for TodayPlan for TodayOfficial Summary of Documents Official Summary of Documents

LibrarianshipLibrarianshipTypes of DocumentsTypes of Documents

Distribution SystemsDistribution Systems

Federal Depository ProgramFederal Depository Program

REAL Scoop on Documents LibrarianshipREAL Scoop on Documents Librarianship

Fun Things We doFun Things We do

Challenges of Internet Access Challenges of Internet Access

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 NationsFAOFAOAsian 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 -1204 selectives 52 regionals -1204 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 Numbers7781 Item Numbers7781 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/GdocFrames.asp

Item Lists http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html

Electronic shipping lists http://fedbbs.access.gpo.gov/fdlp01.htm

Administrative Notes http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html

Technical Supplement http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.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 $60,000 in federal documentsReceives $60,000 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 DigitizationPreservation Digitization

CollectionCollection OrganizationOrganization

OptionsOptions– Separate Collection by SuDocs #Separate Collection by SuDocs #

See Slide 33See Slide 33

– 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

Cataloging HistoryCataloging History

Library of Congress cataloged some documents but not all

Libraries used SUDOCS number to arrange collection

Monthly Catalog or browsing by agency as access point

Shipping List Provides Shipping List Provides SUDOCS NumberSUDOCS Number

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

monographs, serials and electronicmonographs, serials and electronic

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

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

FUN JOB!FUN JOB!

Follow Information Follow Information

from Creationfrom Creation to Deliveryto Delivery

Doc Librarian’s LifeDoc Librarian’s LifeAdvise government and publishers on

creating materials.SelectionCatalogingInstructionCreating web materialsPreservationProfessional conferencesBug the government when they bug you

ReferenceReference

Helping real Helping real peoplepeople

is the fun is the fun part of part of

the jobthe job

Documents Center Documents Center StaffStaff

Catherine Morse, international documents and SI professor, public policy

Shevon Desai, econ, soc and psych Jennifer Green, numeric and spatial data Ash Brown, Kent Randell, Ray Walling,

Alex Watson, SI Grace York, coordinator & federal,

political science

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 How many times has John McCain voted with How many times has John McCain voted with

the Democrats?the Democrats? Cost of living in San Francisco and HonoluluCost of living in San Francisco and Honolulu Poverty in Detroit Neighborhoods, 1970Poverty in Detroit Neighborhoods, 1970 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)

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 Sam93% of current docs on internet93% of current docs on internethttp://www.google.com/ig/usgov

Browse AgencyBrowse AgencyBibliographyBibliographyWeb siteWeb sitePublications themselvesPublications themselves

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

govdocs/

WEB MISSIONWEB MISSION

Reference ToolReference Tool

InstructionInstruction

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

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

Issues in Documents Issues in Documents Librarianship - 2007Librarianship - 2007

AHEAD – Primary Collection is Electronic– Proportion of Remote Reference– No Choice on Appropriate Formats– Long-Term Preservation/Use

EIGHT BALL – Primary Collection is Electronic– Depository Library Dropouts– Downsizing Documents Departments

Documents Center StaffingDocuments Center Staffing Official public service hours from 59 to

22-1/2, primarily staffed by SI students

Staff doors open to reference room

Backup and research consultations available 9-5 weekdays (usually 30-90 minutes)

Email and webmail service available 7 days per week (15 to 90 minutes apiece)

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

FY

2006

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

0

10

20

30

40

50

60

FY1996

FY1998

FY2000

FY2002

FY2004

FY 2006

Reference FY 2006Reference FY 2006

1,669 in person and email questions

827,080 web reference answers

828,749 questions total

When Internet Only A When Internet Only A ProblemProblem

Material requires long term reading (books as opposed to journal or newspaper articles)

Browsing Required to Understand the Context

(laws, regulations, some statistical compendia)File Size Too Large to Deliver on Internet (70

MB Duelfer Report on Iraqi WMD)

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

20062006

10,070

22,821

GPO DistributionGPO Distribution

In 2006, 93% of all federal government publications are on the internet

Selected Essential TitlesSelected Essential Titles

Constitution, U.S. Code, Constitution, U.S. Code,

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

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

PresidentPresident

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

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

ReasonsReasonsPipeline 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

Limitations of Way Back MachineLimitations of Way Back Machine

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

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

GOOGLE looking better all GOOGLE looking better all of the timeof the time

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?

Effect on LibrariesEffect on Libraries

ALL libraries can have access to 93% of depository documents via the internet

No collateral for expense of GPO rules

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

Incentives to Remain a Incentives to Remain a DepositoryDepository

Prestige factor?Prestige factor?Some free print Some free print

publications (e.g. hearings) publications (e.g. hearings) and passwords to some and passwords to some databases (e.g. STAT-USAdatabases (e.g. STAT-USA))

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

Documents Documents Departments Departments DisappearingDisappearing

Many separate documents departments have combined with general reference (Penn State, Berkeley, Duke, Iowa, UIC)

Documents Center reduced hours due to budget cuts and irregular use

Some functions can be outsourced; reference experience irreplaceable

Need for Documents Need for Documents Reference SpecialistsReference Specialists

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

How Librarians LearnHow Librarians Learn

Library school classesTaking specialized classes or

training sessionsExtended, off-desk referenceTeaching your own classesPreparing bibliographiesAdopting a mentorLots of experience

Critical Need for Critical Need for Subject SpecialistsSubject Specialists

Catherine Morse

cmorse@umich.eduGrace York

graceyor@umich.edu