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Making Choices about Formats: Electronic and/or Paper
Date: Wed, 6 Jun 2007
Posted To: CALDOC-L@CSUS.EDU
From: "Cismowski, David"
Dear Colleagues:
Because [name deleted] posted her question to the entire list and
because the item selection process can be confusing, I'm sending my
response to her question to the whole list. I apologize for the length
of this message, but it's a complicated issue.
During the "add" period that runs from June 1-July 31, a depository can
both add and delete item selections.
During the rest of the year, a depository can delete item selections,
but cannot add.
Any item selections newly added during the add period take effect the
following October 1 (the start of the Federal fiscal year).
Item numbers that you're already selecting--numbers you want to retain
for next year--do NOT need to be selected again during the add period.
In fact, it would be dangerous to add them again, since the software
that GPO uses to run this whole mechanism is old and cranky.
Duplication might very well cause a meltdown in your item selection
profile back in Washington. One thing you *should* do, however, for
item selections you want to carry forward to next year is doublecheck
your selected items on Item Lister to make sure the numbers are still
there in your profile. I have personally seen instances where the
antiquated system GPO uses has deleted item numbers during the year,
resulting in the unintended disappearance of selected item numbers.
When you doublecheck, if you see the item numbers you want listed, you
need do nothing. Of course, if they're not listed as current
selections--even if you didn't delete them yourself--add them back in
before July 31, since the system somehow purged them.
Regarding her question about duplication, here's my take. I've
heard GPO folks say that selectives should not double-select
**tangible** materials. For example, many Congressional publications
continue to be distributed in both print and in microfiche, using one
item number for print and one for fiche. For example, look in the List
of Classes under Y 4.AG 4: If you want these materials in print, you
would select 1009-B-01. If you want these materials in fiche, you would
select 1009-C-01. Selective depositories should not select both
numbers. At the State Library we do select both numbers because we're a
Regional and Regionals are allowed to double-select. We do this so we
can supply fiche copies to a California selective who needs replacement
fiche, among other reasons.
What I've said above, however, only applies to tangible item selections.
Even though I don't know for sure, I don't believe GPO would object to a
selective depository selecting *both* tangible and (EL) item numbers for
the same title or series.
As we all know, there are some titles or series for which GPO still has
not established a separate item number for (EL). See J 32.21: for an
example. In this case, you must select both tangible and (EL).
But take a look at PREX 2.20: in the List of Classes. This is the
Catalog of Federal Domestic Assistance. It's available in two
formats--print and (EL), with separate item numbers for each format.
Selecting *both* would make a lot of sense for many depositories. Why?
The print version might be easier for some patrons to use; however, the
print version is static and is distributed only once a year. The online
(EL) version, is updated every two weeks and is thus always more current
than the print edition.
Selecting both tangible and (EL) also makes sense (even if content and
currency of both formats is exactly the same) if you think there's any
chance you may be dropping selection of the tangible at any time in the
coming year. Since (EL) selections can only be made during the formal
add period, if you drop the tangible, say, in January, you won't be able
to add the (EL) equivalent for another six months, leaving you with that
publication not selected at all.
A final word about selecting (EL)--which, of course, are publications
accessed only through the Internet. What does selecting (EL) really
mean, in the eyes of GPO. My understanding is that it means three
things: (1) your library has electronic equipment on-site that is
capable of accessing the full array of features on the Web sites of
publications you select, in accord with the most recent GPO electronic
equipment guidelines:
http://tinyurl.com/ytfung
By "full array of features" I mean the different file formats (PDF,
HTML, EXCEL, WORD, video, sound, etc.) that might be found on U.S.
government Web sites serving up publications you select as (EL).
(2) Your library is committing to provide some kind of enhanced access
to these publications on the Web, either by loading catalog records with
URLs into your OPAC, by developing pathfinders pointing to the selected
(EL) resources, or by using some other means to enable your users to
access the publications more easily than they could on their own. And
(3) your library is committing to provide reference help to those users
who need help navigating these Web sites or finding information on them.
For more information on this, see:
http://tinyurl.com/25sva6
I hope these comments have been helpful. If I've said something
confusing or something you disagree with, please don't hesitate to send
follow-up messages. If this is the case, it would be helpful if you'd
post your comments to the entire list, because others may wonder the
same thing. You also always have the opportunity to get answers to item
selection questions directly from GPO, using askGPO:
http://tinyurl.com/e2qa5
David
~~~~~~~~~~~~~
David Cismowski
Senior Librarian
Government Publications Section
California State Library
Federal Regional Depository 0040
914 Capitol Mall
PO Box 942837
Sacramento CA 94237-0001
dcismowski@library.ca.gov
916-651-6814
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