MARCH 1999

Table of Contents

  1. President's Annual Report: 1998/99
  2. Low Maintenance Ideas for Promoting Documents
  3. Depository Promotion to Other Libraries and the Community
  4. Creating a Union List of Depository Selections for Your Local Library
  5. Michigan Council of Federal Depository Libraries Planning Meeting
  6. Paul W. Thurston Award
  7. Godort of Michigan Home Page Additions
  8. Michigan Council of Federal Depository Libraries Biennial General Meeting (Reserved)

(1)Michigan Council of Federal Depository Libraries Biennial General Meeting
Library of Michigan,

Reserved for general report if submitted.

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Depository Promotion to Other Libraries and the Community:
Poster Session by Sally Lawler

Sally Lawler held a poster session on Think Globally, Act Locally: Depository Promotion to Other Libraries and the Community. In a nutshell, librarians are professionally trained NOT to be advocates, yet document librarians often know just the resources that grassroots and other community-based organizations need to contextualize local issues and to shape public policy. With renewed outreach efforts, the GODORT Speakers Bureau can level the playing field for our neighbors, whether they be non-depository reference librarians or local community advocates. Creating Web page tutorials around social issues can provide outlets for creativity as well as promote electronic government documents.

Lawler offered an example of a tutorial that integrates racial and ethnic diversity in a Web page, Transportation as a Civil Rights Issue. Lawler challenged colleagues to become involved in their communities and to author one-stop shopping centers for community concerns.

To become involved in the Speakers Bureau, please contact Sally Lawler, Coordinator, Research Support Center, Purdy/Kresge Library, Wayne State University, 5265 Cass Ave., Detroit, MI 48202; E-Mail: ad5748@wayne.edu; telephone: (313) 577-1603; fax: (313) 577-4172.

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Creating a Union List of Depository Selections
for Your Local Library
Poster Session by Janet Schneider

If you are interested in creating a personalized union list of depository selections from your library and any others, you can do so by utilizing the Documents Data Miner at http://kronos.niar.twsu.edu/govdocs/GdocFrames.asp and GPO's Item Lister at http://www.access.gpo.gov/su_docs/dpos/itemlist.html.

The Documents Data Miner allows you to export your home selections and not selected Depository Item List to Microsoft Excel. Once you have the information from the List of Classes via the Data Miner, you can use GPO's Item Lister to obtain selections (using choice no. 4, selections and non-selections in a single column) from another depository or depositories of interest to you. The Excel wizard takes you through several steps to create your Excel documents. A database can then be produced by linking to your Excel files.

I originally created a union list of the three depositories in the 11th Congressional District using the Item Lister and the List of Classes from the Federal Bulletin Board, but I find the Data Miner easier to use. I created this list to use in the Zero-Based Item Selection process and found it to be extremely useful when deciding what to select and/or drop. Since I was not that familiar with Access, it took me several hours to do the first list. Hopefully, the instructions I have compiled will make it easier to create your own union list. I will be happy to provide handouts and answer questions of any librarian who would like to produce his or her own list.

Please contact me by e-mail at jschneid@schoolcraft.cc.mi.us or by telephone at (734) 462-4400, extension 5323.

Source: Janet Schneider, Bradner Library, Schoolcraft College, 18600 Haggerty Road, Livonia, MI 48152-2696

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Who Says It Takes Too Much Time?
Low Maintenance Ideas for Promoting Documents
Poster Session by Kelly Eastwood

As government documents librarians, we all know that we're sitting on a goldmine of information, AND we know we are supposed to be out there promoting them! But with everything else we have to do, who has time left over for promotion activities?

Well, I have a few ideas that might help! I categorize them as one-time activities or ongoing procedures that can become part of your normal workflow. The one-time activities take very little time. For example:

  1. Congressional Representative
    • Provide a link to their web page from yours, and request that they link back to yours; in my case, our representative was thrilled to do it.
    • When you ask, be sure to explain what a depository library is and that you are there to serve their constituents.
  2. Other Depositories
    • Provide links to the web pages of other depository libraries within your congressional district, and request that they link to yours as well.
  3. Link to BET
    • Provide a link to the GPO Browse Electronic Titles site, at which patrons can check for weekly reports of new full-text documents available online.
  4. Newspaper article
    • Call a local/area newspaper, campus newspaper, newsletter, etc., and ask them to write an article about your depository.
    • Explain what a depository does and how useful it can be to citizens of the community.
    • All I was initially requesting was a simple, short article about what we, as a depository, can offer, but our local newspaper ended up doing a "high-profile" type of article with color photographs! It was great, and my only investment was a 5-minute phone call.
  5. Brochure
    • Create a depository brochure unique to your institution (simple or elaborate) - Many libraries have brochures for their library and/or institution as a whole, but few have customized brochures for their own depository collection. Minimum information I would suggest:
      • Depository emblem
      • Library street address
      • Name, phone, & e-mail address of depository librarian
      • URL of the documents department's web page
      • Date at which you became a depository
    • I started out with a very simple fold-over pamphlet that I whipped up on the wordprocessor! You can make it as simple or as elaborate as you wish.
    • Send supplies to local non-depository libraries, area schools, post offices, Chamber of Commerce, and your congressional representative's local office.
  6. Campus-wide and/or community-wide workshops
    • This one hovers between one-time and ongoing.
    • Workshops can be low maintenance because you only need to do major preparation once, then it's a matter of updating; for example, put together a simple workshop utilizing GPO Access and all of its accoutrements, as well as some favorite web sites of your own.
    • Then you only offer them at a time appropriate for your local situation: i.e., once a semester, once a year, target a specific group for their annual or quarterly meetings (e.g., a small business organization).
An ongoing procedure that can still be termed "low maintenance" is the New Government Documents lists that you can create. We're all familiar with typed lists of documents, books, etc.; we've all done them, if not now, then sometime in the past. And a simple typed list of SuDoc numbers and titles can still be useful in certain situations. For example, until we began subscribing to Marcive's Shipping List Service (SLS) last spring, a simple typed list that came out once a month provided the only access to many documents that had not yet been cataloged.

Adding annotations for each title on your New Government Documents list is another good idea for promoting these new documents, although while I did that for about 18 months, the time investment on my part was far too high. Plus, writing annotations is not something you can usually delegate to students!

So I developed the following method for creating New Government Documents lists at NMU. I want to emphasize that the point of such a list is to promote the tangible documents that you have received in your own library. As a value-added feature, I then decided to check for an online full-text version of the same document. And finally, after the typed list was complete, with URLs included, I also turned the list itself into a web page and hotlinked the URLs.

In the beginning I was trying to do all of this alone, but again, I realized that my time investment was too high. I did not want to let go of the idea, however, because it was turning out to be our single, most effective promotion technique. As a result, I delegated and/or trained various staff to handle almost each part of the procedure! There are eight steps:

  1. Choose your hot docs! At some point during your processing routine before the documents get shelved, run quickly through them and decide which ones might be considered hot docs.
    • Remember, you choose your target audience, so choose the documents that would be of high interest to that particular group, whether it is the campus, your community, only the clientele which your special library might serve, etc.
    • I target both the campus and the community, so I choose high-interest documents that would appeal to all majors, all community citizens, etc.
  2. Write SuDoc number, title, immediate agency (not parent agency), and date of publication on cards/forms; each card thus contains the information for only one document.
    • Can be delegated to students or staff
    • TIME: 1 minute per document
    • At this point, your documents can be shelved because you will be working from the cards for the remainder of the process.
  3. Check for an online full-text version of each document.
  4. Take your cards and group them under broad topics or whatever is appropriate in your situation (e.g., majors, specific themes, etc.).
    • Can be delegated to students or staff
    • TIME: 5 minutes
  5. Type the list, and be sure to include standard intro information, such as where people can find these documents, how they can be borrowed, etc.
      Can be delegated to students or staff
    • TIME: approximately 1 hour
    • You now have the paper list that can be put in a display, sent to non-depository libraries, etc.
  6. Create a web version of the list:
    • Save the typed list as an HTML file
    • In Netscape, create/edit the page
    • Fix formatting, if necessary
    • Make URLs into live links
    • Make broad topic areas into live links and targets
    • Link from your list back to your documents web page and vice versa
    • Can be delegated to computer tech/systems person or staff or students
    • TIME: approximately 1 hour (once they're knowledgeable)
  7. Notify people that the web version of the list (with live links!) is available, and highlight the specific subjects which are included in each month's list instead of the broad topics under which they might be grouped on your list; for example:
    • Use "Kosovo" instead of "International Relations"
    • Use "Charter Schools" instead of "Education"
    • E-mail announcements that provide the direct link to your web list are great for this!
  8. Finally, your list can be done monthly, quarterly, each semester, whatever is appropriate in your situation.
By the time the entire process has been completed, most of it has been delegated to various staff members and students who have incorporated their small part of the process into their regular workflow. Remarkably, the time investment on my end has been reduced to approximately 30 minutes per month: I choose the hot docs, I group the cards into broad topic areas, and I double-check the final product. In this way, a very effective promotion tool has been created without any one person doing the majority of the work. And as I've mentioned, it has brought excellent results! Take a look for yourself at http://www.nmu.edu/www-edgar/ais/govdocs2.htm.

Source: Kelly Eastwood, Government Information Librarian, Assistant Professor, Olson Library, Northern Michigan University, Marquette, MI 49855; e-mail: keastwoo@nmu.edu; telephone: (906) 227-2112; URL: http://www.nmu.edu/www-edgar/ais/govdocs.htm

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President's Annual Report : 1998/99

The Government Documents Roundtable of Michigan has been active on several fronts this year. Individual members and the organization wrote letters in support of S2298, 105th Congress, the Wendell H. Ford Government Publications Reform Act of 1998. S288 was intended to reform Title 44 of the US Code but did not make it out of the Senate.

The issue of restrictions of access to electronic information, including GPO Access, unexpectedly became a problem in some libraries, of all types, across Michigan. Ann Marie Sanders, Debbi Schaubman, and Amy Salo volunteered to work on a policy statement for the Executive Board to send to members, libraries, and public officials. As a result of a swift and strong statement from the Michigan Council of Federal Depository Libraries, new service guidelines issued by the FDLP in September, new Internet use guidelines issued by the FDLP in January, and the ALA statement "Libraries: An American Value", adopted in February, the work of the committee was put on hold.

The Speakers Bureau, headed by Sally Lawler, continued to respond to requests. GODORT of Michigan co-sponsored the biennial general meeting of the Michigan Council of Federal Depository Libraries on February 17-18 in Lansing, along with the Western Michigan Chapter of the Special Libraries Association, and will co-sponsor a program with the Michigan Association of Law Libraries in May. The Awards Committee was still looking for a third member to work along with Deborah Jakubiec, Chair, and Victoria Morris. Sherry Mosley, of Florida International University, was appointed to a 3-year term as the Thurston Award liaison to GODORT of ALA by President Kathy Tezla of Emory University.

I have repeatedly sought information about how to submit our annual payment to the national organization; but there is no procedure at this time. GODORT of ALA Membership Committee Chair, Bill Suddith, is working to regularize the relationships of state-level government documents roundtables and other interest groups nationwide. GODORT of ALA may be working toward strengthening activities related to state and local government information. This is something GODORT of Michigan might want to examine in upcoming programs and initiatives.

The Anniversary Committee of Michaelina Brown, Chair, Debbi Schaubman, and Grace York worked long and hard to plan the luncheon we enjoyed before this business meeting today. We all thank them. Richard Vettese headed up work on nominations this year, and is also due our appreciation.

The Executive Board has been supportive in all ways and a joy to work with. Janet Schneider, Director-at-Large, Debbie Gallagher, Treasurer, Sharon Bradley, Secretary, completed their work reliably and accurately. Larry Hall, Past-President, continued to support our efforts, and good wishes are due him on his retirement this past Tuesday. Margo Zieske, President-Elect/Program Chair, and the Program Committee worked to bring the best to our meetings, starting with the first program in September. It is heartening to see the cooperation of the Program Committee with other organizations and committees. And the Editor of Red Tape, Jon Harrison, continued to produce a publication which is praised and valued nationwide, and is eminently useful to each of us in our libraries.

I will always treasure the privilege of serving as President of the Government Documents Roundtable of Michigan. When I came to Michigan to work twenty years ago, little did I dream that our local GODORT would remain one of the strongest in the country for more than twenty years. Many dedicated members have made it so. I have no doubt GODORT of Michigan will remain strong in the future as individuals and organizations continue to value the effective use of information compiled and issued by all levels of government.

Respectfully submitted April 22, 1999,

Paula Kaczmarek
GODORT of Michigan President 1998-99

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Michigan Council of Federal Depository Libraries Planning Meeting

The Michigan Council of Federal Depository Libraries will meet Friday, June 25 at 10:00 a.m. in the Great Lakes Room at the Library of Michigan.

The Council will be discussing revision of the state plan disposal guidelines to accomodate the replacement of tangible government documents with online editions. The Council will also be making decisions on a possible acceptance of unlimited disposal lists in either the E, H, or Y classifications in November of 1999.

For more information or to indicate that you wish to attend, please contact any member of Council or e-mail govdoc@libofmich.lib.mi.us
, lest we outgrow the room.

Source: Ann Marie Sanders, GOVDOC-M, June 11, 1999.

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Paul W. Thurston Award

While looking for information for Red Tape, I discovered the following web site: Saundra W. Williams and Staff Win Godort of Michigan Paul W. Thurston Award, http://www.lib.memphis.edu/gpo/thurston.htm
. (Last checked 07/16/99)

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Godort of Michigan Home Page Additions

In celebration of Godort of Michigan's twentieth anniversary, Paula Kaczmarek compiled a series of historical lists which are now available on the Godort of Michigan Home Page at http://www.lib.msu.edu/harris23/migodort/migodort.htm. The lists include:

  • Presidents
  • President-Elects/Program Chairs
  • Secretaries
  • Directors-at-Large
  • Red Tape Editors

    One list has disappeared - Treasurers. If anyone has a paper copy of this list which was posted at the anniversary meeting, please send it to the Red Tape Editor so he can add it to the web page.

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  • Back to RED TAPE Home Page
  • Back to Jon Harrison's Home Page
  • Back to MSU Libraries Home Page
  • Ownership Statement
    Jon Harrison : Page Editor
    Social Sciences Collections Supervisor
    Michigan State University Libraries
    100 Library
    E. Lansing, MI 48824-1048
    E-mail: harris23@mail.lib.msu.edu
    Voice mail: (517) 432-6123, ext. 123
    Fax: (517) 432-8050
    Last revised 07/07/99