Kevin Rioux, PhD Division of Library and Information Science LIS 205: Introduction to Information Sources & Services Government Sources Kevin Rioux, PhD Division of Library and Information Science

Information is the Currency of Democracy – Thomas Jefferson

What is a government document? “Informational matter which is published as an individual document at government expense, or as required by law” –U.S. Code Title 44, Ch. 19, Sec. 1901. Types: laws, reports, documents, maps, statistics, technical data Topics: Congressional, economic, health, research, demographic, informative, et al. Formats: Paper, microfiche, electronic (3.5 Disc, CD-ROM, DVD), Internet, et al.

An Overview of Public Printing in the United States

Impetus for the US Government Printing Office and the Federal Deposit Library Program The first United States documents (1776-1860) were published by private contract printers, as appointed by both houses of Congress, such as Gales and Seaton, and Blair and Rivers. Dissemination was limited, even to the members of the fledgling government, with many inherent problems.

Co-emergence of depository and printing policies The Federal Depository Library Program had its origins in special acts of the first twelve congresses, which provided for the printing of a sufficient number of copies of the House and Senate Journals for distribution to the Executive Branch and each house of the state and territorial legislatures. 1813: An act authorized one copy of each chamber’s Journal to be sent to selected University and state libraries and to historical societies.

The Earliest Known Depository 1814: The American Antiquarian Society in Worcester, Massachusetts. As early as 1818 a congressional committee recommended the creation of a government printing office to ensure prompt and accurate records of Congressional proceedings.

1850’s – Significant Development of Government Printing and Depositories Legislation in the 1850s established the framework of the present system: 1852: Printing Act of 1852 appointed a Superintendent of Public Printing within the Department of Interior. 1857: A Superintendent of Public Printing was appointed in the Department of Interior. The Secretary of Interior could designate depositories. 1858: U.S. Representatives were authorized to establish depository libraries, from their own district. 1859: U.S. Senators were authorized to establish one depository in their own state.

1860’s : Gov’t Printing Developments The Printing Act of 1860 provided for the establishment of the Government Printing Office (GPO) in the Legislative Branch to consolidate Congressional printing. The GPO was inaugurated the same day Abraham Lincoln was as the sixteenth president of the United States (March 4, 1861).

1890’s: Gov’t Printing and Depository Developments -1895 Printing Act: The Superintendent of Public Documents was transferred to the GPO from Interior, which made the FDLP now part of the GPO Sale and distribution was added to GPO’s charge. Free access was mandated: “All Government publications delivered to designated depositories or other libraries shall be for public use without charge.”

1895 Printing Act, cont’d 4. Centralized printing sought to eliminate wasteful and disorderly distribution practices of the day. 5. Mandated departments at depository libraries to facilitate to depository distribution. 6. Libraries from the Executive Branch departments and the military academies added to the depository system. 7. This act was an antecedent of Title 44 of the US Code.

Early 20th Century Gov’t Printing and Depository Developments 1895-1903: SuDocs classification developed by GPO Librarian Adelaide Hasse. 1907: Land Grant colleges added to system. 1923: Libraries could select materials, not just receive 100%. 1923: 418 depositories. 1924: Geological and Patent depositories dissolved.

The SuDoc Call Number System Based on provenance, or source, i.e., the issuing agency, NOT by subject Titles are arranged by agency not subject matter: A = Agriculture C = Commerce D = Defense E = Energy ED = Education EPA = Environmental Protection Agency etc… Based on agency, sub-agency, and publication type. Example: Hubbell Trading Post: National Historic Site– Arizona, I29.6/6:H86 I (US Dept. of the Interior) 29.6/ (National Park Service) 6: (Pamphlet) H (Series H) 86 (Number 86)

SuDoc, cont’d Used in several standard databases and bibliographic utilities that index government docs, e.g., PAIS International, CIS/Index. Once the SuDoc numbers for an agency are known, it is easier for users and librarians to browse the entire document output of that agency.

1940’s and 1950’s 1945: 555 depositories. 1947: First biennial survey of depository libraries. 1950s: Modern shipping lists began.

Depository Act of 1962 ”Cleaned-up” the depository system. Authorized the establishment of regional depositories. Allowed selective libraries to keep items for only 5 years, not permanently. Increased to two the number of depository libraries permitted per congressional district.

1970’s 1972: Highest appellate courts of the states added to the system. 1973: Public Documents Highlights began to be issued. 1977: More than 1,200 libraries in the depository library system. 1977: Microfiche authorized to be distributed to libraries. 1978: Law Libraries added to the system.

1980’s and 1990’s 1980: Administrative Notes began. 1988: First CD-ROM distributed to depository libraries. 1994: GOVDOC-L adopted by the LPS as its method of e-mail communication.

1993 GPO Electronic Information Access Enhancement Act Amended Title 44 to require online dissemination of information. Establishment of GPO ACCESS. GPO ACCESS was named one of the “Best Feds on the web” by Government Executive magazine in 1998.

GPO today Created primarily to satisfy the printing needs of Congress, GPO today is the focal point for printing, binding, and information dissemination for the entire Federal community. In addition to Congress and the White House approximately 130 Federal departments and agencies rely on GPO’s services.

Other GPO facts: Located in Washington, D.C. Title 44, United States Code defines the laws enforcing the GPO’s role. The Public Printer is GPO’s chief officer. The current Public Printer is Robert Tapella, 2007- Each year, the GPO distributes millions of copies of approximately 29,000 tangible products in print, microform, and CD-ROM formats to depository libraries.

FDLP today Administered by U.S. Code Title 44, Ch. 19 The FDLP is based upon three principles: With certain specified exceptions, all Federal Government information products shall be made available to Federal depository libraries. Federal depository libraries shall be located in each State and U.S. Congressional District in order to make Government information products widely available. That Federal Government information in all media shall be available for the free use of the general public.

FDLP today, cont’d 53 Regional Libraries 1300+ Selective libraries Depositories are: -50% Academic -20% Public -11% Law -19% Other Federal depository libraries serve an estimated 9.5 million people each year.

Superintendent of Documents Richard Davis (Acting Superintendent) Responsibilities include: Management of FDLP. Distributing public documents to depository libraries and to other institutions and officials authorized by law Sale of documents. Bibliographic control.

Context of Reference Services for Government Sources Docs originate with various agencies Printed by the US Government Printing Office (GPO)—largest printing house in the world Variety of formats Considered a unique and separate type of reference service Gov docs have their own classification schemes Gov docs are often accessed using tools that are different from those from non-government docs Governments work in nearly all domains Gov docs are of wide interest to a variety of users Scientists, consumers, business people, educators Various degrees of specialty/specificity

General characteristics of government documents Authoritative Comprehensive Often present unique and original information, e.g., geology (traditional) and space exploration data Inexpensive Generally easy to obtain Are often indexed in specialized bibliographic tools such as CIS/Index or other specialized databases Users (and librarians) may not be as familiar with the way these databases are arranged and what they contain May require the librarian to explain gov’t processes as well as how to use the databases.

Typical uses of government documents Answer factual questions about the government, the people who work in government and what they do Legal research (general to specific) Legislative research (general to specific) Statistical research (general to specific, raw vs. analyzed/interpreted data)

Finding, selection, and use aids for government docs GODORT Handout Exchange, a project of the ALA’s Government Documents Roundtable Collection development tools: Journal of Government Information Government Information Quarterly Library Journal Guide to Popular US Government Publications Subject Guide to US Government Reference Sources Federal Depository Library Manual Acquisition (if your library is not a Depository Library) GPO Sales Product Catalog US Government Online Bookstore Often free from the source agency

General Finding Tools for Gov Docs Guides, catalogs, indexes, bibliographies, and directories all provide descriptions and finding tips for government information Guides (a few of many): Tapping the Government Grapevine: the User-Friendly Guide to US Government Information Sources Introduction to United States Government Information Sources Locating United States Government Information: A Guide to Sources Your Right to Federal Records: Questions and Answers on the Freedom of Information Act FBI’s Freedom of Information Act Reading Room website Frequently Used Sites Related to U.S. Government Information

General Finding Tools for Gov Docs, cont’d Catalogs answer these questions: What pubs an agency has produced What subjects are covered What formats are available Bibliographic control information Depository information Basic catalog tool: Catalog of US Government Publications Most complete bibliography available for gov docs Online version is available on GPO Access Is updated daily Appropriate for most library needs Records are in MARC format, and includes SuDoc numbers Searchable using LOC Subject Headings

General Finding Tools for Gov Docs, cont’d Manuals, guides and handbooks United States Government Manual Description of legislative, judicial, and executive agencies, as well as boards, commissions, committees, etc. Official Congressional Directory For and about Congress Washington Information Directory Federal Yellow Book Federal Staff Directory Occupational Outlook Handbook Book of the States Worldwide Government Directory Federal Agency Internet Sites The Federal Web Locator

General Finding Tools for Gov Docs, cont’d Series lists Bring together reports and documents By subject By agency Example: Subject Bibliography series, which give lists of sales titles for various subjects (only in-print materials). Agency websites Often have lists of available pubs Often .pdfs for downloading are available Indexes of technical information National Technical Information Service Electronic Catalog Provides access to abstracts of reports associated with government funded research

General Finding Tools for Gov Docs, cont’d Periodical indexes Many gov’t agencies publish periodicals, e.g., Monthly Labor Review, Morbidity and Mortality Weekly Report. Some indexed along with general periodicals in general purpose periodical indexes For general gov’t periodicals not indexed with general periodicals, there’s the US Government Periodicals Index Covers the economy, social issues, politics, and scientific developments

General Finding Tools for Gov Docs, cont’d Specialty indexes and databases: American Statistics Index Access to statistical reports PAIS International From the Public Affairs Information Service MEDLINE National Library of Medicine The electronic version of Index Medicus Indexes gov’t and non-gov’t medical literature PubMed and Grateful Med are two of the free databases that deliver MEDLINE PubSCIENCE Relatively new database (1999) for science literature Free, but does not cover all scientific topics

General Finding Tools for Gov Docs, cont’d Specialty indexes and databases, cont’d ERIC database Educational Resources Information Center

General Finding Tools for Gov Docs, cont’d Legislative Information Finding Tools Often patrons want the legislative history of a particular law or bill Who sponsored it? Who supported/rejected it? When was a bill signed into law? Is the full text available? Is an authoritative analysis or summary available? Useful online sources for legislative information: The “legislative” section of GPO Access Library of Congress’ THOMAS Useful legislative analysis sources Congressional Quarterly Weekly Report Congressional Quarterly Almanac

General Finding Tools for Gov Docs, cont’d Census Bureau Statistical Sources Statistical Abstract of the United States Popular statistical data from all federal agencies as well as nongovernmental publishers Births, deaths, education, health, employment, government spending, etc. County and City Data Book State and Metropolitan Area Data Book USA Counties American Fact Finder Current Population Report Many others

General Finding Tools for Gov Docs, cont’d Other useful government statistics sources STAT USA is a good, low-cost source for trade and business information Bureau of Labor Statistics Source of statistics related to the workplace, consumer price indexes, employment, earnings, workplace safety Bureau of Justice Statistics Source of statistics related to crime, criminal justice REMEMBER: all federal statistical data are in the public domain. They are free, but vendors may offer useful value-added products.

Value-added vendor products Gov’t reports may only be highly technical Gov’t data may be available only in datasets Private vendors compile, repackage and abridge technical data and datasets into sources that present the data in a more convenient way: May present data on websites and CD-ROMS Add indexes and useful interfaces, especially for data analysis Provide additional background and analysis Examples: Congressional Quarterly Weekly Report Congressional Quarterly’s Politics in America The Toxic Release Inventory

Sources Joe Morehead, Introduction to United States Government Information Sources, Sixth Edition (Libraries Unlimited: Engelwood, CO), 1999. Administrative Notes, “Keeping America Informed: Federal Depository Library Program,” Administrative Notes 19, no. 4 (2/15/98), pg. 19-22. Shiela McGarr, A Snapshot of FDLP updated from an article in Administrative Notes, v. 15, #11, 8/15/94, pp. 6-14. GPO Web page: http://www.gpo.gov Personal correspondence: Nancy Becker, EdD, October, 2005