Self-Study '98
Library Name: Middendorf-Kredell Branch Library
Institution: St. Charles City-County Library District
City: O'Fallon
State: Missouri Zip: 63366-7859
Depository #: 0337
Congressional District: 9th Congressional District
Director: Mr. Carl R. Sandstedt
Depository Coordinator: Anna A. Sylvan
Coordinator's Phone Number: 314.978.7997
Coordinator's E-mail: asylvan@mail.win.org
Documents Fax: 314.978.7998
Self-Study
I. Collection Development
1. Does the library select titles from the "Basic Collection"
(or acquire equivalent commercial, or access CD-ROM or on-line
versions)? Note any commercial equivalents adjacent to the
specific title below. Explain why any are not selected, and
where the library can refer patrons for that title.
__X__ Budget of the United States
__X__ Catalog of Federal Domestic Assistance
__X__ Census Catalog and Guide
__X__ Census of Population and Housing for (State)
__X__ Code of Federal Regulations
__X__ Congressional Directory
__X__ Congressional Record
__X__ County and City Data Book
__X__ Federal Register
__X__ Historical Statistics of the United States
__X__ Monthly Catalog
__X__ National Trade Data Bank (NTDB) CD-ROM
__X__ Publications Reference File
__X__ Slip Laws (Public)
__X__ Statistical Abstract of the United States
__X__ Statutes at Large
__X__ Subject Bibliographies
__X__ United States Code
__X__ United States Government Manual
__X__ United States Reports
__X__ Weekly Compilation of Presidential Documents
2. Do the library staff or patrons use GPO Access services?
Does the library have Internet World Wide Web capability to allow
staff and patrons to access GPO's home page and other
Web-accessible government information resources? Does the
library have dial-in access instead?
Yes. The federal documents can be accessed electronically from all branches of the district from 100 Pentium PCs (equipped with Adobe Acrobat software) connected to laser printers. Additionally, the Library District, as a partner in a community network, WIN, provides a free Internet access to all county residents allowing a remote use of federal documents.
The Depository maintains an active Web presence by publishing several home pages with links to government sites:
* Federal and State Information (www.youranswerplace.org/matls/govdocs/main.htm); GPOAccess is one of the links. To facilitate user-friendly access to this site, the home page lists several gateway sites.
* Uncle Sam for Kids (www.youranswerplace.org/matls/govdocs/kids.htm); This home page, designed specifically for younger audiences, offers links to government sites helpful in homework preparation and research.
* GIS Information from the St. Charles City-County Library (www.youranswerplace.org/services/gis/gishp.htm) provides access to numerous government sites with geographic information. See attachments #1-3
3. Does the library select CD-ROMs? Yes. 59 titles; What are the most
frequently used?
1990 Census of Population and Housing
Budget of the United States Government
County Business Patterns
Federal Tax Forms
Green Book
National Trade Data Bank (NTDB)
ICD.9.CM
Statistical Abstract of the United States
Survey of Current Business
Toxic Release Inventory
The majority of CD-ROM titles are held in the off-duty depository office area; some titles are available for check-out; some can be mounted on 4 stand-alone PCs upon request; the most popular titles (most often requested) are installed permanently. A comprehensive index listing all selected CD-ROMs is available at the reference desks of all branches. See attachment #4
However, the availability of the Documents Data Miner online retrieval system allows the Depository to generate now an accurate and up-to-date list of all selected CD-ROM titles. The list compiled by the Depository in-house will be dropped and substituted by the Documents Data Miner list.
4. What maps, if any, are selected, e.g., topographic for
state, DMA, NOAA, CIA, etc.
The depository selects maps from these areas:
Commerce Department:
Census Bureau-General Maps; Congressional Atlas; United States Maps (GE 50, 70, 90 series)
Interior Department:
Topographic maps of Missouri from USGS - these maps are augmented by maps
purchased from USGS to cover the metropolitan area and counties in close
proximity to the metropolitan area. The depository is located in the St. Louis MSA.
USGS Maps-including National Mapping Program; 7.5' Series Maps for Missouri; 1:50,000 Series Map for Missouri; State Map Series: Planimetric, Topographic and Shaded Relief for Missouri; County Map Series for Missouri; Digital Orthophotoquads (DOQ) for Missouri on CD-ROM; National Park Service Maps-including Natl. Parks, Natl. Seashores, Natl. Rivers, Natl. Scenic Trails, Natl. Historic Site, Natl. Historic Trails and general maps; Fish and Wildlife- including
National Wetlands Inventory Maps for Missouri, Maps and Charts; Minerals Management Service-Outer Continental Shelf (OCS) Map Series
Executive Office of the President:
Central Intelligence Agency-CIA Maps and Atlases
5. Does the library have a written depository collection
development policy or a government documents component of a
general collection development policy? If so, attach a copy of
the policy, or relevant portions of a library-wide policy, to
this self-study.
Yes. The Depository Collection Development Policy is an integral part of the St. Charles City-County Library District Policy Manual (#D072). Practices concerning overdue and lost depository materials are covered by the Library Policy Manual (#C128, C258). See attachments # 5-8
Detailed practices of the Depository operations are posted on the Web (www.youranswerplace.org/matls/govdocs/colldev.htm). See attachment # 9
The Depository Library Manual describes the depository operation in details: See attachment #10
6. Describe any collection development coordination and
depository resource sharing efforts that the library attempts
with area depositories in order to eliminate unnecessary item
duplication and insure adequate coverage of the area.
The St. Charles City-County Library Depository belongs to a state-wide electronic distribution list (MODOC-L) that serves as an exchange list publishing forum for Missouri depositories. Additionally, all duplicate titles, and gifts, are offered this way. The priority is given to local depositories. In order to promote cooperation on a local level, and to ensure coverage, the local Metro St. Louis depository librarians meet twice a year to discuss topics of mutual interest. The depository belongs also to GOVDOC-L.
The Collection Management Practices document published electronically by the St. Charles City-County Depository covers the issue of cooperation between local depositories and provides active links to all St. Louis Metro depositories with information on rate of collection, distance from St. Charles Depository, and the phone number.
7. How often are regular reviews of documents selections
conducted (zero-based item number selection)?
Zero-based evaluation and collection review is conducted on annual basis as a preparatory process for an annual selection to be submitted to the GPO. However, a daily log is kept with information based on patron requests for federal documents. This list is incorporated into the annual collection evaluation.
Additionally, the Reference Department at the Middendorf-Kredell Branch Library maintains a daily log of reference requests broken down by type of questions (general, Govt.Docs.), time of the day; in-house vs. phone. This process helps to recognize and evaluate all reference sources at the branch and offers good indications of the rate of government questions (currently the ratio is 1 to 10, govt.docs. v general). See attachment # 21
8. Does the library have suitable index tools to effectively
access the resources in the documents collection? Below is a
listing of many government issued and commercial indices and
services. Of course, not all of these tools are appropriate for
all types of depositories. Check off the information products
and services to which the library has access. If on-line access
is readily available to staff for some indices, note that fact.
Add any relevant titles which the library owns or has access to
on-line.
_No___ ASI (American Statistics Index)
_No___ ASI on Statistical Masterfile CD-ROM
_No___ Ames, John G. Comprehensive Index to the Publications
of the U.S. Government, 1881-1893
_No___ Andriot, John. Guide to U.S. Government Publications
_No___ Bibliography of Agriculture
_No___ CCH Congressional Index
_No___ CIJE (Current Index to Journals in Education)
The Library District subscribes to EBSCOhost online services. This database offers access to 3413 titles indexed and abstracted, and to 1106 full text tiles.
_No___ CIS Index to Presidential Executive Orders and
Proclamations
_No___ CIS Index to U.S. Senate Executive Documents and
Reports
_No___ CIS U.S. Government Periodicals Index
_No___ CIS Index to the Code of Federal Regulations
Additionally available:
* OSHA Standards (paper ed.)
* CQ Federal Regulatory Directory
_No___ CIS Federal Register Index
_No___ CIS American Foreign Policy Index
Additionally available:
The Encyclopedia of U.S. Foreign Relations
_No___ CIS Index to Publications of the United States Congress
_No___ CIS Congressional Masterfile CD-ROM
The Branch library subscribes to:
* Congress and the Nation 1945-1964
* Guide to Congress (CQ). Topics covered: Origins and Development of Congress; Powers of congress; Congressional Procedures; Pressures on Congress; Housing and Support; Pay and Perquisites; Congress and the Electorate; Qualifications and conduct; Appendix with the Constitution, Acts, rules; Standing Rules; Glossary of Congressional Terms; How a Bill Becomes a Law; Political Party Affiliations in congress and the Presidency, 1789-1991; House and Senate Election Results, 1788-1990; Party Gains and Losses; Speakers of the House, 1789-1991; Leaders of the House since 1899; Leaders of the Senate since 1911; Congressional Committee Chairmen since 1947; Members of Congress, 1789-1991.
* Congress Dictionary
* Women in Congress
* Congressional Yellow Pages
_No___ CIS U.S. Serial Set Index
_No___ CIS U.S. Congressional Committee Hearings Index
_No___ CIS U.S. Congressional Committee Prints Index
_Yes___ CQ Weekly
Additionally, Middendorf-Kredell subscribes to:
* CQ Almanac 1970 -
* Editorial Research Reports 1970 -
* The CQ Researcher
* CQ Digest
* Government and Politics Series
* The American Politics Dictionary
* American Government and Politics
_No___ Checklist of United States Public Documents, 1789-1909
_No___ Cumulative Subject Index to the Monthly Catalog of U.S.
Government Publications, 1900-1971
_No___ Declassified Documents Index
_No___ Dialog
_No___ Documents Catalog, 1893-1940
_No___ EPA Reports Bibliography
_No___ ERIC CD-ROM
The Depository links to the ERIC site from the Government Documents home page.
_No___ Index Medicus
_No___ Lexis
Additional resources available at the Branch library:
* The Depository subscribes to LOIS Online database for Missouri Case Law; Statutes; Acts; Attorney General Opinions; Court Rules. See attachment # 11
* LawCheck CD-ROM
* Links to the Supreme Court Decisions online (from the Documents home page)
* Landmark Decisions of the USA Supreme Court
* The Supreme Court A-Z
* Supreme court Compendium
* Missouri Court Rules (State, Federal and Circuit Courts)
_No___ Monthly Catalog
_Yes___Monthly Catalog CD-ROM
Brand:
* Autographics (EZ-DOCS) This CD-ROM is available on stand-alone workstations for the general public and indexes documents
from June 1976. The product indicates if a given title is selected by the depository.
* The Library Corporation (Docufile)
* GPO (Monthly Catalog)
_No___ Monthly Catalog, loaded in on-line system, available from OPAC terminals
_No___ NLM MEDLINE
The Library District has MEDLINE linked from a branch home page specializing in medical information on the Internet.
_No___ NTIS Government Reports Announcements and Index
_Yes___ OCLC
The library district has OCLC available through its Interlibrary Loan Department and a request for a search can be submitted through that department.
_Yes___ OCLC FirstSearch
_No___ PAIS _No___ PAIS CD-ROM
Sources, covering public affairs/social sciences topics, available at the Middendorf-Kredill Branch Library:
* SIRS Researcher (online service)
* EBSCOhost online service
* InfoTrac online
* Statistical Handbook on Adolescents in America
* Statistical Handbook on Women in America
* Government & Politics Series
* American Government & Politics
* Encyclopedia of U.S. Army Insignia and Uniforms
* CQ Guide to the Presidency
* Statesman's Yearbook
* InformationPlus (series on current topics)
* Facts on Files series, 1976 -
* Maps on file series, 1976 -
* Encyclopedia of the Third World
* Directory of US Military Bases Worldwide
* Guide to Military Installations
* CQ Digest (pro and con issues)
* Statistical Handbook on violence in America
* Statistical Handbook on the American Family
* Encyclopedia of Multicultural America
* The Encyclopedia of the Peoples of the World
* Encyclopedia of American Social History
* Older Americans Almanac
* The Encyclopedia of Democracy
* Encyclopedia of World Terrorism
* Military Career Guide
* Government Assistance Almanac
* Employment Opportunities, USA (Industry News Reports)
This is only a snap-shot of available titles. When specific titles are requested by users, but are not available in the district, the titles are evaluated for a possible selection for the library (this process is done on a monthly basis). For other topics, not covered by the depository or the library, the library uses ILL services. To expedite the process, when possible, documents requested by phone are received via a fax delivery.
_No___ Poore, Benjamin P. A Descriptive Catalog of the
Government Publications of the United States, September
5, 1774-March 4, 1881
_Yes__ RIE (Resources In Education)
_No___ Westlaw
_No___ Wilsonline
_No___ Uncover
_No___ U.S. Code Congressional and Administrative News
II. Bibliographic Control
1. Describe how the library records depository receipts in the
required piece-level holdings record. Include all tangible
information products and all modes of receipt, i.e.:
GPO shipments are delivered directly to the depository where they are processed.
The date and identifying marks are generally stamped on the upper right-hand corner of the document or on the following page with care being taken not to obscure information. The barcode is attached where appropriate without obscuring information. The shipping lists are also date stamped on the upper right-hand corner and they are kept in shipping list number order. Reference documents are stamped with Reference and marked with a small green sticker that denotes a reference item. See attachment # 12
Documents are put in shipping list order, the shipping list is checked and marked for items received and not received. The number of documents received is noted in right-hand corner; missing items or selection/deselection is marked at top of list, if that information is pertinent to the list, and highlighted so that information can be retrieved easily, if needed. Each item, with a few exceptions, is barcoded and added to the GovDox database where the Sudoc number, item number, title, date of entry, barcode number and note field are entered. All documents, with the exception of bills, reports and resolutions (microfiche), some daily items (paper) and some interfiled items, are added to the database. Both received and missing items are added to the database with items not received having a notation made in the note field stating missing status. Subject Bibliographies are hand-checked on a check-in list at this time but are being added to the OPAC as part of the cataloging project.
Using GovDox database, the following fields can be searched: Sudoc; title; barcode number. Labels are printed from this database that include the Sudoc and item number and are affixed to each item on the left hand side, keeping in mind important information that could be obscured. Most documents are security stripped at this time. Labels are printed for missing/claimed items and kept with a
copy of the relevant shipping lists so the record can be updated and labels can be affixed when the claimed documents arrive. See attachment # 12
Some items are further processed by adding them to the OPAC. The process of
adding item information to an existing MARC record is done by the Technical Operations staff and is accomplished by the depository para-pro sending T.O. a printout of the correct MARC record, barcode number for the document and any other pertinent information (i.e. date, volume). For a new item, with no existing record in the library OPAC system, MARC records are obtained from two CD-ROM products: Docufile (The Library Corporation) or EZ-DOCS (Autographics). If a record is not available on either of the CDs, original cataloging is done by the head of the depository. See attachment # 12
The new records are modified as needed, saved to a computer disc which is sent to Technical Operations where the records are uploaded to the OPAC. The documents do not leave the depository for this process. This process facilitates
patrons having document access within a short period of time. Documents are usually processed within two days of receipt using GovDox, however, OPAC cataloging can take longer.
The goals for the FY'98 and FY'99 include the completion of the cataloging project of all documents received by the depository.
Claims are made for missing documents when they are processed, almost exclusively by using U.S. Fax Watch. Missing microfiche are claimed from the contractor by fax. Missing USGS maps are claimed by fax to that agency.
Missing shipping lists are obtained first through U.S. Fax Watch, then by using a non-GPO Web site, and last by contacting a local area depository.
Uncataloged documents are stamped with the arrival date and depository/library district identifying marks. Reference items are marked as such. A note is attached
identifying the shipping list number for each item and the documents are held in the office area until the shipping lists arrive. They are then processed like a normal GPO delivery. There is one exception, The Code of Federal Regulations (CFR) that come as a separate shipment are hand-checked when received and put on document shelving for immediate public use. The shipping list is checked against the check-in record when it arrives and claims are made at that time.
a. cataloged and uncataloged paper monographs
Monographs are handled as stated above in all cases. They are all barcoded, none being hand-checked, date/identifying mark stamped, added to database, labeled, security stripped and shelved.
b. DOE microfiche
The depository selects seven (7) microfiche item numbers from the Dept. of Energy. Titles are checked against the shipping list and items not received are claimed through the contractor. Items not claimed are added to the catalog and a note is placed in note field stating the item is: missing, not claimed. All microfiche from Department of Energy are barcoded, cataloged , to the piece, on GovDox, labeled, and filed by Sudoc in a locked microfiche cabinet. The microfiche is available to the patron upon request. The depository has one printing microfiche reader and one non-printing reader and both are available to the public.
c. microfiche monographs
Microfiche monographs are checked against the shipping list, stamped with arrival date and depository/library district identifying marks, barcoded to the piece level, each cataloged on GovDox, labeled, and filed by Sudoc in a locked microfiche cabinet. All microfiche are available to patrons upon request. The depository has an index of all microfiche titles selected by the depository and it is available to the public. (thanks to Digital Data Miner) See attachment # 13
d. serials, paper and microfiche
Serials are handled like most depository documents. They are checked against the shipping list, stamped with depository/library district identifying marks, barcoded, cataloged using GovDox, labels are printed and affixed, and some titles are added to the OPAC. Paper items are security stripped. The depository needs to do more cross-referencing for serial titles using different formats, however, these titles are at a minimum for the depository collection. Improvement is still
needed in this area.
e. direct mail items
Direct mail items are generally Reference material at the depository and hand-checking is used for piece level control. Items are date, Reference (for appropriate items), and depository/library district stamped. Hand check-in cards are used for each title and , depending on frequency, they are checked-in using day, week or month cards. Business America, Department of State Dispatch, and Morbidity and Morality Weekly Report are all hand-checked, added to GovDox database (barcoded), and added to the library OPAC; these three items circulate. Hand-checked items are security stripped.
f. maps
1. CIA
Small maps (8 1/2" X 11") and large maps are stamped with date, depository/library district identifying marks, checked against the shipping list, barcoded, cataloged using GovDox database, and labels are affixed. Some maps are held until a shipping list arrives. The small maps are placed in a binder in Sudoc order and shelved on the regular document shelves. Large maps are filed in the map case by continent.
Some large maps that do not fit the map case are left in the shipping tube after they have been processed. The contents are marked on the outside of the tube and these maps are held in the off-duty office area. Six maps fit this category at present.
2. USGS topographic
The depository selects topographic maps for Missouri. These maps are processed like the CIA maps and all of them are placed in the map case in the topographic map drawer. The collection is accessible to the public.
The topographic map collection has been augmented by the purchase of topographic maps, not received from USGS, for the depository metro area and the counties in close proximity to the metro area.
The names of topographic quads available in the library district are highlighted on the Missouri Index to Topographic Map Coverage. Additionally, the depository maintains an index to topographic maps available within the library district, with branch allocation codes. Both tools are available at the reference desk of all branches. See attachment # 14
3. other maps (folded map series, DMA, etc.)
Bureau of the Census maps (folded map series) are checked against the shipping list, the expandable folder or regular folder that they come in is date stamped, depository/library district stamped, barcoded, added to GovDox database, labeled and shelved by Sudoc on regular document library shelving.
Large Commerce Department maps are handled the same as the Bureau of the Census maps except they are filed in the map case or, in the case of very large maps, kept in marked shipping tubes after processing and held in documents office area. Four maps are held in office area at present. See Pictorial Tour, pg. 9
The Depository receives Defense Department maps through general publications.
They are checked against the shipping list, date and depository/library district stamped, barcoded, added to the GovDox database (catalog), labeled, and filed in the map case. A small number of maps are received from the Defense Dept.
Interior Department maps are shipping list checked, stamped with date and depository/library district mark, barcoded, cataloged on GovDox, labeled and filed. Depending on the size, they are shelved/filed in plastic boxes on regular depository shelves (small maps) in Sudoc order, filed in the map case (normal size) under United States Maps, or held in depository office in shipping tubes (large size, one map fits this category at present).
g. electronic products
All electronic materials (CD-ROMs, floppy disks and videos) are checked against the shipping list, stamped with date and depository/library district identifying marks (by stamping a separate label and affixing it to each item) , barcoded, cataloged on GovDox, and labeled. Labels are usually affixed on the left hand side and the date/identifying mark on the right (CD-ROM and video), but that is not always the case, due to the small format of floppy disks. All floppy disks do have the required identifying marks, however.
1. CD-ROM, monographs, and serials
All CD-ROM , monographs and serials, are processed as stated under electronic products. Most CD-ROMs are held in the depository office area in file cabinets for security purposes. An index of selected titles has been made available for patron use. Some titles are permanently mounted on computer stand-alone workstations, some can be mounted upon patron request by depository staff and some are available for patron check out. Compatability with our computers, ease of use, popularity of tittle, and access to a computer by patron are the criteria followed for mounting CDs for patron usage.
2. floppy disks
Floppy disks, because of the small format, are either kept with the printed material they accompany or are held in the depository office area in a file cabinet. All are
circulating items and are available upon patron request.
3. video
Processing is done as stated above under Electronic Products. Videos are also security stripped using special strips for video use only. Labels stating Do not expose to magnetic fields are attached. They are shelved on the regular document shelves and are circulating items. See attachment # 12
h. items in storage or housed in other collections
The depository has no permanently stored items. Temporary storage occurs when documents are waiting for MARC cataloging, however, the documents are placed on regular document shelves as soon as possible. Usual holding time is one week.
i. items in vertical file
The depository has no vertical file for documents. A vertical file is under consideration but due to library reconfiguration space may not be available at this time.
2. Does the record show library holdings, classification
numbers, frequency, location where documents can be found,
retention, etc.? Note any exception to that full record and the
reasons why the library does not record that material.
The depository records titles received to the piece level and the titles are searchable using the GovDox database. Some items are hand-checked (dailies) to the piece level.
Documents are held at the Middendorf-Kredell Branch Library exclusively and it is acknowledged as the speciality for that regional branch. The GovDox catalog database is maintained at the depository branch so holdings at piece level are recorded on that database. Branches or patrons needing governmental information would contact the depository directly or be directed to contact the depository. Anything added to the OPAC would show branch holdings.
Classification numbers are a maintained field on the GovDox database. The others are: item number; date of entry; title; barcode and notefield. All titles added
to the OPAC are classified by Sudoc number. Documents are shelved by Sudoc classification in a separate Government Documents section within close proximity to the Missouri Documents collection and the Reference Department.
Frequency is not noted on the GovDox database, but the depository still maintains catalog item record cards and frequency is one notation.
The note field is used for location exceptions within the library building, as well as format, date, and price information. (i.e. located in depository office, plastic box, display)
The depository has retained everything, with the exception of superseded items, because of it's relatively new depository status, since 1990.
3. Describe the techniques used to properly identify and date
mark all depository materials as required (i.e., stamps, writing
on the documents, etc.). Note any exceptions to that required
date/depository marking, i.e., each item is marked with a (stamp,
hand-written note, label, etc.):
When shipments arrive all shipping labels are checked to make sure the depository is in receipt of depository items and that the depository number is correct. The shipping list is date and depository/library district stamped as well as every item received. The items are stamped with one stamp that gives date, depository status and library district name. The stamp is made on the right side of document unless it would obscure information, in which case it would be stamped inside or where most appropriate. Most items are cataloged using the GovDox database and from that cataloging process labels are produced that include the Sudoc and item numbers. Labels are affixed to the upper left-hand corner unless it would obscure information, in that case it would be as close as possible to upper left-hand corner.
Daily delivery items are checked-in on check-in cards and the Sudoc is hand written on the upper left corner and the item number on the upper right corner. All items are date and depository/library stamped.
a. microfiche envelopes
Monographs and serials are barcoded, date and depository/library district stamped, added to the GovDox database and from the database labels are printed from all entries made. The labels state the Sudoc and item numbers. Labels are affixed to the left side of the envelope and the date/identity stamped on right.
House and Senate Bills, Reports, and Resolutions are all date and depository/library district stamped, they are checked-in on cards by number. The cards also show which congress and session. They are not checked-in on GovDox, cards being the more suitable control in this case.
b. direct mail items
Direct mail items are all date of receipt and depository/library district stamped, usual near the upper right hand corner. Sudoc numbers are hand written on the upper left-hand corner of each document and the item number is written on the upper right-hand corner. The Congressional Record and Federal Register have page number sequence added to the spine for the convenience of the user.
c. maps
Maps are all date of receipt and depository/library district stamped on back in upper right-hand corner. All items are barcoded and cataloged on GovDox and labels are produced and affixed to each item by the date stamp.
d. CD-ROM jewel cases
All CD-ROM documents are date stamped by stamping a separate label and attaching it to the jewelcase in the lower right-hand corner. That label also shows the depository/library district markings. Labels are printed from the GovDox cataloging entry process and affixed to each jewelcase on the left-hand side.
e. floppy disks
Floppy disks are date and depositoy/library district stamped by stamping a separate label and affixing it to the floppy disk. All floppy disks are added to the GovDox database where labels are printed and attached to each disk. All labels are usually modified in size because of the small format but they still contain all the required information.
f. paper monographs and serials, bound and unbound
All paper documents are stamped with date and depository/library district stamp near the upper right-hand corner unless it would obscure information. In that case, it would be stamped where appropriate. All are cataloged on GovDox and labels are printed and affixed to each item, usually in upper left-hand corner. There is no distinction made between monographs/serials and bound/unbound
when cataloging at piece level.
4. Are there processing backlogs? If so, are these items
organized so they can be retrieved quickly for use? Estimate the
processing time for each identified backlog.
No, there are no processing backlogs when cataloging to the piece level on GovDox. The shelflist (GovDox) is current within a day or two of receiving items. After items are cataloged using GovDox they are shelved on the public documents shelves for immediate use. At times a few items are held in depository office until Marc records are obtained, usually held no longer than a week. OPAC record additions take place when the documents are already in use. Separate shipments are cataloged when the shipping lists arrive and they are held in depository office until that time. One exception, the Code of Federal Regulations is hand-checked and placed on public documents shelves for immediate public use. All formats are cataloged on GovDox as they are received; there is no distinction made between formats.
a. cataloged items
All cataloged items are processed when received
b. uncataloged items
Items are held in documents office until shipping list arrives and then processed.
c. continuations ("add ons")
Processed as received
d. periodicals
Processed as received
e. microfiche
Processed as received
f. maps
Processed as received
g. electronic products
Processed as received
5. Is there a written procedures manual or other appropriate
documentation?
There is a written procedures manual for the processing department. It is kept in a binder that is accessible to all depository staff. See attachment # 10
6. Are claims made soon after the shipments arrive in the
library? Note what methods are used for claiming to GPO. Are
claims made within the 60-day claim limit?
Claims are made when processing occurs; usually within two days of receipt.
FaxWatch is the preferred method of claiming for all but microfiche and USGS maps. Due to the erratic nature of microfiche shipping lists some claims are not made within the time limit.
7. To note any missing shipping lists, does the library
a. keep shipping lists in order Yes No
Yes , they are kept in numerical order and note tabs are placed where shipping lists are missing and also at the point where they were last checked for missing items.
b. keep a shipping list log Yes No No
How are missing shipping lists usually obtained?
Most shipping lists are obtained by using U.S. FaxWatch or a non-GPO Web site. On rare occasions a nearby depository is contacted. In the case of separate shipments the non-GPO site is usually checked to see if any items are missing and if they are U.S. FaxWatch is contacted for an official list so a claim can be made.
Microfiche contractors and USGS are contacted by fax to claim the missing shipping lists. Claiming by fax or downloading via the Web have made the retrieval of missing shipping lists much easier and more timely.
a. nearby depository
b. Regional library
c. U.S. Fax Watch - see above
d. contacting LPS
e. non-GPO Web site
8. Are all SuDocs classification number corrections made
routinely and expeditiously? Indicate if this is not done
because another classification system is used.
Corrections are made three to five times a week. A backlog has occurred in making Sudoc corrections, but the problem has been addressed, and the depository now has a Para-Pro and a documents page involved in this process where progress is being made quickly.
9. Indicate the classification system(s) used and estimate
percentages for all depository collections:
a. SuDocs _100_% with one item exception , see below
The depository shares the superseded Library of Congress Subject Headings with other branches and the depository uses Dewey for the convenience of shelving at the other branches. The depository Subject Headings are on special display convenient to the OPACS.
b. Library of Congress _____%
c. Dewey _____%
d. Other _____%
III. Maintenance
1. Does a written binding policy for documents
There is no binding policy for documents. At the present time the depository does not bind documents and does not anticipate to bind in the future. This collection, about 17%, is considered a current documents collection and any retention over the 5 year period incudes only selected items like periodicals.
The library district Policy Manual (#D040, Collection Managment, Section I. Maintenance) provides guidelines for rebinding when items are in need of repaires, only. The lack of any general statement, regarding binding of items other than those to be repaired, was brought to the attention of the director of the library by the depository coordinator. The depository coordinator feels that such a statement, when included in the Policy Manual could cover depository items, if and when, the depository decides to bind items. See attachments # 15; 16
a. exist and is equal to (or better than) the general
library binding policy? Describe.
b. exist but is inferior to library binding policy?
Describe.
c. exist but is a decision not to bind?
d. not exist?
2. Does a written replacement policy for lost documents
a. exist, and is equal to (or better than) the
library's replacement policy?
b. exist, but is inferior to the library's
replacement policy?
c. exist, but it is a decision not to replace?
d. not exist?
No, there is no written library district replacement or lost document policy. So far, the depository has experienced only a handful of lost items. When available, they are immediately replaced by orders placed with nearest GPO Book Store (Kansas City), or by other means. See question #3 below
3. Explain any strategies used to acquire replacement copies of
depository documents, i.e., purchase from GPO, contacting
agencies, "Needs & Offers" lists, etc.
Every avenue is explored to obtain a lost item: The GPO Book Store is contacted; individual agencies are contacted; and the "Needs & Offers" list is used.
4. Are depository discards done in conformance with the
Instructions to Depository Libraries, the law, and Regional
library instructions? [Federal libraries use question 9.] Note
the response time for Regional approval. Is the Regional library
service for discarding
Up to the present time the depository has not discarded any documents, other than superseded items. The depository is in compliance with the Instructions to
Depository Libraries.
a. being used regularly? If so, note frequency.
b. not used because of lack of staff or time?
c. not used because you strive for completeness?
d. not apply?
e. not used? If not, why not?
5. Are superseded publications withdrawn according to the
Superseded List and "Updates to the Superseded List?" Are they
systematically identified on holdings records and removed? If
retained, are they identified on the spine as superseded?
Yes, the guidelines are followed when withdrawing superseded documents. Individual items may be selectively kept for a longer period of time by review of the documents coordinator. They are not identified on the GovDox holding record (shelflist) as being a superseded item due to the limitations of the GovDox database, not enough field space. Because the collection is small, the superseded list and updates are checked when items are processed and a note is applied to the document so the shelver can remove the superseded copy when the new copy is shelved. Documents are disposed of in compliance with the guidelines. Only a few superseded items are retained (i.e. World Factbook; United States Code) and they are marked on the spine.
a. yes.
b. no, but kept for reference/Regional use.
c. occasionally.
d. not at present. If not, why not?
6. Is the depository collection protected from unlawful removal
of publications
a. as well as (or better than) the rest of the
library's collection? State method, e.g., closed
stacks, security guard, commercial book detection
system, etc.
The depository collection is generally security stripped as well as the rest of the library collection. Items not stripped would have a small format, a small compilation, pamphlets, or deemed unlikely to be taken from the collection because of document content. The depository does not have a problem with unlawful removal at this time. Non-circulating items are stamped with Reference and green stickers are applied to denote those items.
b. less well than the rest of the library's
collection?
7. Does the library consistently remove all packing materials
from depository receipts, i.e.:
a. plastic wrap from paper items
The depository removes all plastic wrap from the material and either interfiles the document (for items that require it) or places it in ring binders or report covers, depending on the number of pages. The depository makes the material as accessible as possible to the public.
b. rubber bands from microfiche
Rubber bands are removed from all microfiche.
c. mailing tubes from maps
Mailing tubes are generally removed, however, very large maps that do not fit the mapcase are left in the shipping tube after cataloging. The shipping tube is marked with the contents. Twelve maps fit this category at present.
8. Does the library routinely update and interfile its
loose-leaf depository selections so the material is immediately
available for patron use? What resources are allotted to this
task?
The depository routinely updates and interfiles loose-leaf additions and superseded material. A retired volunteer has been involved in this process for six years and does an excellent job of keeping items current. He was in a managerial position for a governmental agency and understands the intricacies involved with government documents.
9. Note the general frequency with which discard lists are
submitted to the Library of Congress Exchange and Gift Division
(for Federal agency and Federal court depositories only).
N/A
IV. Human Resources
1. Describe depository staffing using the criteria in Section
6-2 of the "Guidelines for the Federal Depository Library
Program." What other responsibilities does this staff have, and
how many hours weekly are devoted to those duties? Include
professional and support staff who contribute expertise, hours,
etc., toward Federal documents.
The Depository staff consists of:
1. Government Documents Librarian, Head of the Department (professional, full time position)
2. Depository para-pro (20-hour position)
3. Depository shelver (5-hour position)
4. Volunteer (2-hour position)
Add 1. Government Documents Librarian
The depository librarian coordinates all aspects of the depository operations and acts as liaison with the FDLP. As per Section 6-2 of the "Guidelines for the Federal Depository Library Program", the head of the depository:
* Coordinated and oversees selecting, receiving, and claiming depository distribution. However, the selection process, including the zero-based review and evaluation, conducted on annual basis is performed by the head of the depository, personally.
* Replies to correspondence and surveys from the Superintendent of Documents. Replies are sent promptly, and all correspondence records are kept in the office of the head of the depository.
* The Government Documents Librarian reports directly to the Library Deputy Director. The line of communication between the head of the depository and the library director, and deputy director, is kept through regularly held meetings, and via an internal electronic distribution list (REFTALK).
* Performs or supervises stated aspects of service, or in an integrated collection, knowledge of persons to whom responsibilities are delegated, such as:
(1) Organization for use - The head of the depository is responsible for the decision making in regards to cataloging for the collection: selecting appropriate cataloging tools (bibliographic utilities); decisions regarding enhancing MARC records; setting up rules and procedures for cooperative practices with the library Technical Operations Dept. All decisions regarding publishing and the maintenance of government documents home pages are made by the head of the depository (including the physical aspects of the home pages, their contents, and uploading).
The head of the depository, as member of the Bibliographic Instructions Committee, is responsible for organizing, preparation, and conducting classes (Finding Government Information on the Internet) for the library staff and the general public. Announcements of new links to government documents home pages, and news about new products, and other important events, are posted on the internal distribution list, REFTALK.
(2) Maintenance of records of the collection - The shelflist is maintained by the documents para-pro (the shleflist program resides in the documents dept. PC). See the para-pro duties. All cataloging records are created by the depository staff. Before submitting records to the Technical Operation Dept. for uploading into the library system, they are checked for accuracy, and enhanced, if needed, by the depository head. All original cataloging is done by the depository head.
(3) Physical maintenance of the collection - The responsibility rests with the depository para-pro; the shelver; and the volunteer (under the supervision of the para-pro). When needed, the head of the depository is asked to make a decision. i.e. ,older copies of the Federal Register were moved, from the regular Docs shelves, to the "Quiet Room", with consultations and the approval of the depository coordinator.
(4) Withdrawal procedures - Although the depository is aware of the provision of title 44 of the US Code that allows the depository to dispose of publications after retention for five years, the decision has been made by the head of the depository to retain all documents for historical purposes and to withdraw only superseded documents. The depository was designated as recent as 1990 and it still lacks historical depth.
(5) Maintenance of Reader Services - The cataloging project (to catalog all documents, and include them in the district's OPAC) is under way for both the retrospective and current items. The depository maintains several government home pages and offers regular BI classes to the general public. Additionally, the collection coordinator held a presentation class to the teaching staff of one of the county school districts. There is a project under consideration to offer such classes (either for teachers or students) on a regular basis. Additional titles, enriching the documents collection, are budgeted and purchased on a regular basis (i.e. within the last 12 months, the depository placed an order for an additional 20 Country Study books in order to complete the series collection within the depository). The depository's annual budget of $2000.00 is spent on items directly related to the documents collection and its use. The depository coordinator is involved in the library district collection management, and in particular, in the selection of item related to government, social science, and legal topics.
(6) Promotion of use of collection - This depository is a very active department that takes every opportunity to promote the collection and access to online resources by:
* Publishing several home pages devoted to government sites
* Offering BI classes to the general population and staff
* Speaking at community functions to groups promoting government documents
* Using signage through-out the district promoting electronic access to government sources
* Creating brochures and hand-outs that promote the collection
* Publishing articles in local and state publications promoting the collection
* Wearing promotional t-shirts. See Pictorial Tour pgs. 11; 12
* Contributing to MOInfo, Missouri Library Association bi-monthly publication, promoting government documents
* Keeping the library district informed about the collection via REFTALK (electronic distribution list) and through regular reference librarians meetings.
(7) Preparation of budget - As head of a library department, the documents coordinator participates in all budgetary meetings of the library district providing input into decisions concerning technical equipment, materials, and staffing. the department receives from the library district a sum of $2000.00 per FY, as supplementary money for the depository use. This money is used to enhance the documents collection and for other reference materials that are related to government, social study, and legal topics.
(8) Submission of reports -
Submits reports to the library director, to the Library Board, (personal presentations at Board meetings) and committees for evaluation of funds (materials, equipment, staff) in regards to depository operations.
Add 2. Depository Para-pro
The depository Para-pro is responsible for the physical aspects of the depository collection which consist of:
* physically receiving the documents from delivery and mail distribution
* opening shipping containers and stamping all items with date and depository/library identifying marks
* removing wrapping material and rubber bands
* date stamping and checking shipping lists for items received and not received
* barcoding all items that receive a barcode (most items)
* adding all barcoded and some non-barcoded items to the GovDox database (shelflist)
* checking-in dailies on hand-check cards
* labeling all items with or writing on them (dailies) the Sudoc and item numbers
* security stripping documents
* sending catalog records and barcode numbers to Technical Operations for additions to OPACs
* claiming missing shipping lists and missing documents
* retrieval of missing shipping lists from FaxWatch or non-GPO Web site
* obtaining MARC records for documents from CD-ROM products, editing records, and getting them ready for Documents Coordinator to check before being sent to Technical Operations
* placing documents on the shelving cart for page to shelve after they are cataloged
* checking shelves for space requirements and condition of documents
* labeling shelves and plastic document boxes
* back-up of GovDox computer shelflist on a regular basis (computer tape back-up)
* keeping shipping lists in numerical order
* supervisory duties - documents page and volunteer
* deselection of items through online FDLP-Ammendment to Items Selected
* suggesting possible item additions to the Depository Coordinator
* making signs as needed for the public area (i.e. documents stand-alone workstation)
* filing microfiche, floppy disk, and CD-ROMs in file cabinets
* making cataloging corrections to documents and database from Technical Supplement
* monitoring and posting to listserves: GOVDOC-L; MODOC-L; in district listserves
Add 3. Depository Shelver
The major responsibilities done on a regular basis:
* shelve documents daily - newly cataloged, circulated and in-house usage documents
* pulling items for cataloging corrections listed in Technical Supplement and correcting shelflist item cards
* minor reading of shelves as documents are shelved
* checking Sudoc numbers for accuracy, bringing discrepancies to the attention of the Para-pro
Duties as needed:
* major shelf reading - recording when/what area has been read
* making and posting signage for document area (including "dummy books" for
cross-referencing)
* dusting shelves and general appearance maintenance of collection
* making computer lists (i.e. list of documents on display shelves)
* general maintenance of item card catalogs and bringing any discrepancies to the attention of the Para-pro
* adding mylars to dust jackets and making pockets/holders for special items that need special treatment (i.e. odd sized, floppy disk)
* labeling shelves and plastic boxes used for shelving
* suggesting shelving changes and other ways to enhance the physical appearance of the collection
Add 4. Depository Volunteer
The volunteer has been assisting the depository for six years; his projects are:
* interfiling loose-leaf superseded and updated material (i.e. General Wage Determinations)
* labeling documents with system (OPAC) labels
* making copies of documents, or depository hand-outs/brochures and announcements, for other branches as needed
* checking OPAC records for cataloging project
2. Is depository staffing adequate to perform all required
tasks? If not, what duties are not being performed and how would
a desired increase in staffing aid the depository operation?
Yes
3. How long have the depository coordinator and support staff
held their positions? If vacant, how long?
Time the coordinator held the position - Three and a half years
Time the para-pro held the position - Four years
Time the shelver held the position - Two years
Volunteer - Six years
4. Describe cross-training of support personnel to keep items
processed, regularly available to the public, etc., if support
staff is absent.
The unwritten policy of the depository staff is to not schedule time off (vacations, etc.) at the same time. When the documents para-pro is off, the coordinator keeps the items processed.
5. Describe any training and cross-training efforts the
depository coordinator routinely or periodically attempts to keep
other staff abreast of depository publications, electronic media,
access tools, and other issues, e.g., general reference staff,
security personnel, others with patron contact, etc.
The coordinator keeps the library staff informed about new publications, electronic products, tools, and other depository events by:
* Posting news from the Depository on the internal electronic distribution list, REFTALK
* Offering regularly classes (How to Access Federal Information on the Internet) for the library staff
* Posting all changes to home pages on REFTALK
* Monthly presentations at the reference librarians meetings
* Communicating to the MIS staff the availability of products, software, etc. and requirements (i.e. Adobe Acrobat software) in order to facilitate access to documents . Coordinating the implementation of required components (i.e. laser printers, or upgrading the hard drives), or software in order to bring the entire library district to the standards recommended by GPO.
* Soliciting purchase requests of document titles for other branches
* Creating and distributing lists, and indexes for products available in the depository
* Personally visiting other branches to check if the above materials, decals, etc. are prominently displayed
* Actively advertising availability of depository staff for all needing help (even after hours). Coaching patrons and staff over the phone when they are accessing documents via GPOAccess, is one example.
6. What support does the library administration provide to
professional and para-professional staff training in terms of
administrative leave and travel funds for depository-related
meetings, workshops, etc.?
The library administration is very supportive of any professional development activities, for both professional and para-professional staff. The professional staff is encouraged by the administration to participate in national, state, and local conferences, workshops, and meetings:
* Membership to professional organizations covered by the Adm. - 50%
* Travel expenses (air, or car, hotel, and registration) to several meetings per year are covered by the administration 100%
* Leave for above meetings offered by the Administration
The library district conducts regular/annual classes scheduled for all new para-professional staff. These classes are advertised and promoted in library in-house publications and are open to all staff members. The district is evaluating the possibility of coordinating a regional training class for library staff within mid-Missouri and the St. Louis Metro area. FY99 will include recommendations in that matter.
7. Describe the depository staff's participation in any local,
state, or national documents interest groups, e.g., Interagency
Depository Seminar, Federal Depository Conference, ALA, AALL,
PLA, etc.
* The depository coordinator has been attending regularly the Federal Depository Conferences (plans to attend the 1999 Interagency Depository Seminar), annual Missouri Library Conferences, Bureau of the Census workshops, GPOAccess training, Missouri State Census Data Center training sessions and meetings, GIS (Mid-America, and State of Missouri) meetings and workshops.
* The coordinator is active in GODORT activities (member of the Ad Hoc Committee on the GODORT Web presence; Chair of the Publication Committee's Editorial Review Board member)
* The coordinator is one of four co-founders and organizers of the Missouri Library Association Government Documents Council and the Council's Recorder. She maintains a regular column, FYI News from the MLA Government Documents Council, a quarterly publication of the MLA.
* The coordinator is one of the review editors for the Journal of Government Information, (a review article published in the vol. 24, 1997 issue; another awaiting publication)
* The coordinator published an article, St. Charles City-County Library Offers Federal and State Information on the Web, in the Missouri Library World, the magazine of the Missouri State Library
* The coordinator presented programs at the 1996, and 1997 Federal Depository Conferences.
* Both staff members of the depository (coordinator and the para-pro) have been regularly attending the annual Missouri Federal Depositories meetings and participated actively in preparations of the programs.
V. Physical Facilities
1. Describe the location of depository documents and the
percentages in each location.
a. Are any depository collections in open or closed
stacks?
Open stacks - browsable to all. Visible from the entrance of the building, the Circulation, Children, and Reference desks. Some, older editions of the Federal Register and Congressional Record are shelved in the Quiet Room, next to the Documents shelving. See Pictorial Tour pgs. 3; 5; 6; 7; 8
b. Are any depository materials in compact shelving?
No. All documents are placed on regular shelves. Some titles of interest are placed on display (included in the 45 title selection is Business America, Commerce Business Daily, Census and You, Children Today, Public Health, OOQ, Social Security Bulletin) .
c. Are any vertical file cabinets used to house
depository documents?
No, but a documents vertical file is under consideration.
d. Are any depository materials in on-site or
off-site storage?
Yes, most CD-ROM, twelve large maps, and older microfiche are held on-site in the documents office area. See Pictorial Tour, pg. 9
A secure site is not available for the CD-ROM products in the public area of the library, but an index of titles received by the depository is available for patron use.
Some CD-ROM are permanently mounted on stand-alone computer stations and those titles are held at the reference desk. Some CD-ROM can be checked out by the patron and some can be mounted at a workstation as they are requested.
Large maps that do not fit in the map case are held in the office area for documents.
Older House/Senate bills and reports (microfiche) are held in plastic microfiche
cabinets in the depository office area. See Pictorial Tour, pg. 9
e. Note the proximity of depository collections to
service points (documents or general reference
desks, microform reading area, etc.).
The government documents collection is located within the reference area:
* 30-40 ft. from the ref. desk
* 12 ft. from LAN stations
* the paper collection is 40 ft. from the microfilm reader, however, the microfiche cabinet is adjacent to the reader
2. Describe storage of all microfiche, maps, and electronic
media. Are they all stored in metal cabinets or another type of
covered acid-free storage containers? If not, why not?
Microfiche are stored in metal file cabinets (in library public area) or plastic file drawers (depository office). All are suitable for the purpose of microfiche storage.
See Pictorial Tour, pgs. 2; 9
Maps are stored in a map case (in library public area) and in shipping tubes (depository office) for very large maps. Twelve maps are in marked shipping tubes. See Pictorial Tour, pgs. 2; 9
The majority of CD-ROMs are stored in metal file cabinets in the depository office area. Some are held in a CD-ROM file drawer at the Reference Desk for use on stand-alone workstations. All are in protective cases; jewelboxes, soft covers, or carriers. See Pictorial Tour, pgs. 4; 9
Videos are shelved on public document shelves in the containers in which they were received.
Floppy disks are either held in the documents office area in floppy disk holders, in a metal file cabinet, or kept with the printed material they accompany and placed on public documents shelves.
3. Does the library have sufficient shelf, file, and cabinet
space to properly house current depository documents holdings?
Yes. The shelving space allows for a 15% growth of the collection. Cabinets are purchased when necessary.
If not, explain.
Assuming continuation of present growth rates, give your
best estimate of the depository's growth space, for the following
formats (in years).
a. paper 15%
b. microfiche 5%
c. maps 5%
d. CD-ROM 0% - A new cabinet is under consideration. At this time, there is no space available.
4. All public institutions are required by law to work towards
full ADA compliance. Is there handicapped access to all portions
of depository collections that are in public areas, i.e.:
Since the Middendorf-Kredell Library building was completed in 1995, it is ADA compliant.
a. ramp(s) into the library Yes
Additionally, the front entrance door to the building is ADA compliant, and it is equipped with a door bell to be used when assistance is required. See Pictorial Tour, pg.1
b. flat entrances into the library Yes
c. elevators to all floors housing depository
collections The building has one story only
d. adequate depository stack-aisle widths in public
areas Yes, in compliance
e. computer work stations and carrels
Yes. One of the LAN stations is designated for visually impaired with a 21 in. screen. The library also has a reader for the visually impaired. The district owns two Arkenstone Readers.
5. Is there sufficient work space for depository library staff
in a non-public area?
Yes. The depository staff area consists of: the depository coordinator's office, office for the depository para-pro; a computer room for the depository (6x12); storage area with two filing cabinets (4-drawers); six microfiche storage bins; three sections of five shelves; two storage cabinets (3x4'6"x5'6"). See Pictorial Tour, pgs. 10; 12
6. Is patron work space for using the depository collection
usually available? Indicate any times when patrons work space is
not available near depository collections.
Next to the depository collection, there are two reading tables (sitting four per table), and a ledge (22'x18") over shelves housing the Fereral Register, the CFRs and the US Code used for consulting the materials); some shelves are equipped with pull-out shelves. The quiet room, that holds the older editions of the Federal Register and the Congressional Records, is furnished with four reading tables, and four individual carrels. See Pictorial Tour, pgs. 6; 7; 8
7. Are depository operations entirely situated in an
environment that facilitates access to and usage of depository
resources, that is well lighted, comfortable, neat, and clean.
Yes. The Middendorf-Kredell library building is new; completed in 1995 - well lighted, comfortable, neat, and clean, and ADA compliant.
8. Indicate whether the temperature, humidity, ventilation
control and other environmental factors in the library are
conducive to preserving depository holdings? Note any major
preservation problems (e.g., excessive dust, mold, etc.) and
efforts at preserving materials (e.g., spraying for insects,
oiling bindings, etc.).
As mentioned above, the building was completed in 1995. The temperature is regulated by two thermostat units and kept at 72-74 degrees. All windows are treated with UV film. No major preservation problems have been observed so far. Pest control treatment is applied every other month.
9. List any new physical facilities affecting depository
operations since the last on-site inspection, including those
under construction, or planned for construction. For future
projects, note estimated start and completion dates. Describe
how these new facilities have affected or will affect depository
operations. Types of new facilities could include, but are not
limited to:
a. new library
The depository collection was moved to the present location in July 1995 upon completion of the new building. This branch is designated as a regional branch for the Library District and specializes in document collections: both federal and Missouri. The previous location, at the Kisker Road Branch was a much smaller branch that was not adequate for the collection (older editions of the Federal Register were kept boxed). The space for the collection expanded, from 3 single shelf units (and no space for staff) at the Kisker Road Branch Library, to nine double-sided, six shelf run units; six single run three-shelf units; - all in the main library area; and 15 single-run six-shelf units, in the quiet room. See Pictorial Tour, pgs. 3; 5; 6; 7; 8
b. new addition
At the present moment, the library does not plan any expansion, however, the Strategic Plan Building Committee is assessing the need for growth and will formulate recommendations to the Library Board, if needed.
c. remodeling
Not planned at the present time
d. compact shelving
Not planned at the present time
e. off-site storage
Off-site storage is under consideration, however, it will not include the government documents collection.
f. computer lab
The Strategic Planning Technology Committee will evaluate the need for a library district computer lab that would be used as a training facility for the staff and to conduct BI training for the library users.
10. Describe the quantity, quality, and location of the
following equipment as it relates to depository collections:
a. staff personal computers (note general type of
computers, i.e., 286, 386, 486, Pentium, etc.)
One Pentium PC (with laser printer/color printer)
One 486 PC (with laser printer)
One laptop Pentium (Active Matrix screen)
b. equipment for depository CD-ROMs and on-line
services. Note current configurations and any
plans for future LANs, WANs, etc. Is this
equipment available for use by the public? List
key depository titles on the menus.
CD-ROMs - 4 stand-alone stations (Pentium PCs, laser printers) with following products: (See Pictorial Tour, pg. 4)
* Budget of the United States Government 1999
* County Business Patterns 1994 & 1995
* NTDB
* Statistical Abstract of the United States, 1997
* Survey of Current Business, 1996
* Zip Code Business Patterns, 1995
All other CD-ROM products are available on request. A list of depository CD-ROMs is available at the reference desks in all library branches.
Online services - The library district offers over 100 Pentium PCs, equipped with graphical browsers, laser printers, and specialty software (i.e. Adobe Acrobat) - all in LAN configurations. The Middendorft-Kredell branch library that houses the depository, offers 10 LAN stations to be expanded to 12, then 14 within the FY '99. Major online government sites are accessible from the Government home page off the library home page. Over the LAN stations, there is prominent signage informing users how to access the government home page.
c. microfiche readers, reader/printers, any portable
microfiche readers, any microfiche-to-fiche
duplication machines, etc. Is there a microfiche
reader near the depository microfiche?
The depository has one printing and one non-printing microfiche reader. Both of them sit next to the microfiche cabinets in the public area of the library. No fiche-
to-fiche duplicating machines are available in the library or district. See Pictorial
Tour, pg. 2
d. photocopy machines (specify patron and staff
machines)
Middendorf-Kredell has two public copy machines (one near the reference area)
and three staff copy machines (one that collates and sorts). The staff copy machines can be used for patron copies if no others are available.
e. fax for staff use
A facsimile (FAX) machine for staff use is available behind the Reference Desk.
f. public access personal computers
No, public access personal computers are not available at this time for word processing, spreadsheets, or other personal type applications. Because of continued computer virus contamination a previous computer lab had to be discontinued.
11. Does the library meet the requirements for "Public Access to
Electronic Information Provided Through Federal Depository
Libraries" as announced in Administrative Notes, v. 17 #7, May
15, 1996? Is public access to Government information via the
Internet provided through mediated searches, or by allowing
members of the public to use depository library work stations on
their own? Does the library have appropriate hardware and
software, including GILS-aware software, CD-ROM readers,
printers, etc.?
The library provides over 100 PCs (LAN configuration) within its branches. The members of the public may use the stations on their own, with no restrictions. The only requirement is a sign-up sheet. This requirement was implemented recently in order to monitor the use of the computers. All PCs are Pentium machines (with Netscape and Adobe Acrobat software). They are connected to laser printers. The Middendorf-Kredell Branch Library, where the depository is located, provides access to the Internet via 10 public stations (to be increased to 14 in the FY'99 ). One of the stations, is equipped with a 21 in. screen for visually impaired users. The branch also offers four stand-alone stations (Pentiums), equipped with laser printer, are used for selected CD-ROM products.
12. Describe all signs and locations, e.g., library-produced and
GPO posters, signs, displays, floor directories, etc., that
highlight and direct patrons to depository collections. Can a
patron unfamiliar with the library easily locate the documents
area or documents help desk?
Upon arrival at the library, the patron sees the Federal Depository decal prominently displayed on the two public entrance doors to the building. Above the depository collection shelves, there is a Government Documents sign visible from the entrance, the Circulation, Reference, and Children Desks. The GPO posters are places over the shelves housing the collection and numerous handouts and brochures are placed at the LAN stations and tables and ledges close to the collection. Above the LAN stations, there is an informational sheet explaining how to access the library government documents home page. See Pictorial Tour for details
VI. Public Service
LIBRARY
HOURS
Library Normal Summer
Mon-Thurs 9:00 AM - 9:00 PM Same
Friday 9:00 AM - 6:00 PM Same
Saturday 9:00 AM - 6:00 PM Same
Sunday 1:00- 5:00 PM Same
General Reference
Reference Desk hours are the same as the library's open hours. The Reference Desk is staffed at all times during business hours.
Normal Summer
Mon-Thurs
Friday
Saturday
Sunday
Documents Reference
Documents reference hours only differ from regular reference hours three nights a
week when there are no depository staff on duty from 5:00 PM until 9:00 PM, Saturdays when no depository staff are scheduled (usually 1 or 2 days a month), and on Sunday (no depository staff are scheduled for Sunday). Reference staff are instructed to refer difficult questions to the depository staff for follow-ups. However, when needed, the staff may contact the depository coordinator at home (that was done on several occasions when requests had to be completed in a timely manner).
The depository offers the same services through-out the entire year.
Normal Summer
Mon-Thurs
Friday
Saturday
Sunday
1. Please attach a copy of the library's current access
policies, noting date written. Is free access to depository
collections provided in the library to everyone without
exception? Does the library impose any age, affiliation, or
other restriction on the use of Federal documents?
The library Policy Manual does not include an access policy statement. Since the St. Charles City-County Library District is a public library, the library materials and services are available to anyone who walks in, or phones the library, regardless of race, residency, age, or affiliation. There are no other restrictions.
2. Does the library have any policies and, especially, does it
post any signs that may have a "chilling effect" or could be
misunderstood by potential depository patrons, e.g.,
There are no signs restricting use of materials, or services.
a. Are there posted signs indicating that the library
is only for its university students and faculty?
Not applicable
b. Is "No Trespassing" posted at the entrance to the
campus or at the entrance to the library building?
No
c. Does the library restrict access to the library at
any time such as during exam periods?
No
d. Does the library ever require an ID to enter the
library building or to use any depository
materials placed on closed reserve, etc.?
No. There is no ID requirement to enter the building, to use library materials, or services . However, an ID is required for use of most Ready Reference Materials (both documents and other general reference tools). This requirement allows the staff to control the flow of materials and identify the patron who uses a resource that might be requested by another patron; also for security reasons (although all materials are security stripped, there have been instances when reference sources were taken from the library premises).
3. Is the depository emblem posted on all entrance doors of the
library and selective housing site(s), if applicable? If not,
explain.
Yes
4. Does the library offer comparable reference and other
services to the "general public" as well as to its primary
patrons (faculty, students, etc.). Note any discrepancies, i.e.,
"priority" services for its own college students, lawyers, etc.
Yes, the depository is a public library, open to all, and there is no distinction made between general and documents reference for the patrons.
Is documents reference provided from a reference desk in the
documents department, at a multiple subject department reference
desk including documents, or at a central reference desk for all
reference service including documents? Are the hours for
depository-related reference roughly comparable to that for other
reference service?
Reference is provided from a central adult reference desk. Documents staff working at the reference desk, professional and para-professional, are both full-time employees of the library district and document questions are generally handled as regular reference questions. They are answered as they are received,
with exceptions being made for questions needing further research or assistance by the depository staff or by ILL.
5. Describe any depository cataloging efforts to enhance
access.
The "cataloging project", the depository goal to catalog all government documents, was first identified, as an important step for better access to documents, in late 1996, and approved by the library administration the same year. The depository anticipates completion of the project within the next two years. The library is undergoing major changes involving its OPAC that is migrating to a Web-based catalog.
To aid the cataloging process, several cataloging utilities were examined and later tested (Autographics ftp; Autographics CD-ROM; DocuFile). Since the project involves retrospective cataloging as well as cataloging of all current documents, the depository staff uses currently the DocuFile CD which allows searching, modifying, and saving records to a disk that is later uploaded to the library catalog. Additionally, when available, field #856 is added to enhance the record and facilitate easier access via the Internet.
The cataloging processes are done by the depository staff with the cooperation of the Technical Operations Department which is responsible for uploading the selected records and printing OPAC labels.
a. Estimate the percentage of current depository
receipts that are included in the library catalog.
11%
b. How long has the library been entering depository
items into its catalog?
Since 1990 - the year of depository designation.
c. What percentage of documents have been
retrospectively cataloged?
It would be difficult to estimate the percentage. See statement to question #5.
d. Are there any plans to retrospectively catalog
documents?
Yes. See statement to question #5.
e. Does the library have an on-line catalog?
Yes. The library is in the process of replacing the current online catalog with a Web-based catalog. Estimated time of completion is 1999.
f. Is the on-line catalog networked with other
libraries?
No. However, the library can telnet, or access Web-based catalogs of other libraries within the Metro St. Louis area and the Missouri State Library.
g. Note any other libraries on the network that are
depositories.
N/A
h. Does the library's on-line catalog have dial-in or
Internet access?
Dial-in. The library anticipates offering a Web-based catalog in 1999.
6. Circulation of documents is not required. However, for
information purposes, indicate if most or all documents
circulate. Do some formats, such as paper, circulate, and not
others, such as microfiche, maps, or electronic media? Explain
how a public patron can borrow documents from the library.
Most depository documents circulate, paper format being the most popular. Microfiche, CD-ROM, video, maps and floppy disks can all circulate but some of those documents have been designated reference material and are not available
for check-out.
7. What is the level of staff knowledge of area depositories to
make informed referrals? To what other depositories and for what
types of depository materials do staff most often refer patrons?
What union lists, directories, or area networks are used to make
referrals?
The depository publishes an online document, Collection Management Practices (colldev.htm) that includes resource sharing information. The information on other regional depositories include: name of institution, phone number, distance from the St. Charles City-County Library (Middendorf-Kredell branch), and the selection rate. When available, additional information is provided (i.e. strength of collection, etc.). Active links to all institutions are provided as well. See attachment # 9
Traditionally, all requests for patent searches, historical documents, and older legislation have been referred to appropriate depositories.
8. How are primary patrons and especially the public informed
about the library's depository status, collections, and services?
Note the types and frequency of depository promotion techniques.
There is an ongoing effort to promote and market the depository materials and services.
BI classes are offered on monthly basis, See attachment # 17
The above classes are announced in numerous publications and brochures as well as local newspapers
The government documents home pages are promoted when document requests come to the reference desk
Special displays are constructed on a monthly basis (i.e. the May display, the National Mental Health Month, includes federal publications)
In-house published brochures promoting documents collection and services are placed in prominent places in all branches, See attachments
# 18; 19
Proactive approach to marketing and promoting the collection and services (i.e. handing out business cards at meetings)
Depository staff dresses in promotional T-shirts to promote the depository. See Pictorial Tour, pg. 12
Does the library have a Web home page? If so, provide the URL.
main.htm
kids.htm
http:/www.youranswerplace.org/services/gis/gishp.htm
VII. Cooperative Efforts
1. Describe the library's cooperative efforts with other
depositories and GPO on a local, state, and national level.
Describe cooperation with the Regional library. Note any
depository-specific projects or documents groups [give group
name, acronym, frequency of meetings, name of newsletter, if
any], union lists, etc.
The depository staff is actively involved in cooperative efforts on national, state, and local level. The GOVDOC-L distribution list is used for finding titles, identifying documents, identifying other depositories for comparative reasons, exchange ideas, and gather information on products, services, software installation, etc.
A patron is never turned down. Even when the requested title turns out to be NOT a document, the depository staff will make every effort to use all means of communication to locate the item and identify the library that would lend it. (i.e. this week, there was a request for Alternative Estimates of the Cost of Children from the 1980-86 - Consumer Expenditure Survey, a title that the patron believed was a document. However, even when it was established that it was not, every effort was made to find the item. The title was found through GOVDOC-L. Several replies offered solutions and the St. Louis University, Law Library depository librarian phoned in with additional help.
The staff belongs also to MODOC-L, a Missouri state equivalent of GOVDOC-L. As, in the case of the national electronic forum, MODOC-L is used on a state level. Additionally, the depository coordinator was one of the four organizers who founded the Government Documents Council of the Missouri Library Association. This Council is responsible for promoting federal documents within the state, organize workshops, provide help to those who need information on how to use documents, etc. The Council also sponsors one to two workshops, or presentations, at the annual MLA meetings. The coordinator of this depository publishes a regular column in the MLA quarterly newsletter, MOInfo. This column is used as an informational forum to alert librarians about news, events, products, services, of the FDLP.
On a local level, the Metro St. Louis depository librarians know each other well, and meet on a regular basis (twice a year) to discuss local issues.
2. Does the library borrow documents from other libraries for
patrons? Does this service extend to general public patrons?
Yes. When requested, the items are either sent though ILL, or faxed directly to the depository. This service is available to the general public.
3. Does the library provide depository documents, either
originals or photocopies, on interlibrary loan? Note any
exceptions.
Yes, the depository provides documents (original, or copies) through formal ILL requests, and informally (phone call request followed by fax delivery, or postal services).
4. Note any cooperation through electronic listservs (e.g.,
GOVDOC-L, MAPS-L, LAW-LIB, FEDREF-L, REGIONAL-L, etc.).
GOVDOC-L
MODOC-L (Missouri equivalent of GOVDOC-L)
ARL-GIS@CNI.ORG
Summary
1. Discuss near-term and long-range goals, accomplishments, and
projects that the library is engaged in or hopes to engage in as
these relate to its depository operation. Discuss how current
and projected library budgets, as they relate to depository
operations, are estimated to impact depository operations.
The library district's new automation system will be implemented in the FY'99. This system will include a Web-based catalog allowing for active URL links (field #856 of MARC records). This is especially of interest to the depository since more and more document records include information in that field.
The stand-alone GIS station for public use is nearly operational. The anticipated time of completion is the third quarter of 1998. This service will include geospatial display of requests related to demographics, physical features (floods, rivers, forests, etc.), business distribution by SIC code, etc. within St. Charles County.
The library included in its FY99 budget moneys for the Internet Map Server, an interactive GIS solution with data (demographics, physical, business) for the St. Charles County.
The depository annual budget is supported by an additional $2000.00 for depository materials (including reference titles that complement the depository collection). Budget for annual meetings, conferences and workshops for the depository staff comes from the library Line Item: Travel, Training and Dues. The depository is not required to submit a separate request in preparations for the next year budget. Historically, the library administration has been very supportive of the depository activities and approves all travel requests.
Use this space to note any subjective comments about the
general direction and progression of the library's depository
operation.
The depository plans to stay actively involved in the library Strategic Planning. With strong support from the library administration, the depository expects to become even more visible in the community it serves. In particular, long term plans include visits to local schools to promote government information, and the access to information available online.
As a result of the self-study project, the Depository Policy and its Procedure Manual will be revised to reflect the current practices.
2. Add any comments or information deemed appropriate which has
not been addressed.
The depository has total cooperation and support from the library administration and in particular, its director, who is the driving force behind all decisions involving information technology.
I want to commend the FDLP for implementing innovative communication tools between depositories and their Washington, DC offices. These communication methods (i.e. FaxWatch and the Amendment to Item Selection) helped to streamline all processes related to depository operations.
Attach the complete documents department or library annual
report(s), or portions of them relating to the library's
depository operations, insofar as they are appropriate to
release.
The FY97 Annual Report does not provide any separate information for the depository activities. The FY98 Annual Report will show the total number of items of the depository collection and the number of reference questions related to documents. The depository coordinator requested in 1996 that documents related questions be counted separately from the general reference questions for the purpose of monitoring the depository use. See attachments # 20; 21
3. Do you wish an on-site inspection regardless of the
evaluation of the self-study by LPS and the Regional?
The inspector is always welcome to come to our depository!
4. I certify that, to the best of my knowledge, the information
provided in this self-study is accurate as of this date.
Signatures of:
Depository Coordinator: Anna A. Sylvan .....................................................................
Date:.......................................
Library Director: Carl R. Sandstedt .......................................................................................
Date: .....................................
This Self-Study includes three separate packets:
1. The Self-Study
2. Attachments to the Self-Study
3. Pictorial Tour
Go Back to the Depository Home Page
Go Back to Anna's Federal and State Information Home Page
Go Back to St. Charles City-County Library Home Page
Send Suggestions and Comments to Anna A. Sylvan
URL: slfs98.htm