ON APRIL 9, 1987, THE JOINT COMMITTEE ON PRINTING PASSES A RESOLUTION URGING THE GOVERNMENT PRINTING OFFICE TO INITIATE A SERIES OF PILOT PROJECTS TO TEST THE FEASIBILITY AND PRACTICALITY OF DISSEMINATING GOVERNMENT PUBLICATIONS TO DEPOSITO

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90M00005R001000110013-0
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: July 24, 2013
• Sequence Number: 13
• Publication Date: July 13, 1988
• Content Type: LETTER

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ER 88-2944X
FRANK ANNUNZIO. REPRESENTATIVE FROM ILLINOIS,
CHAIRMAN
JOSEPH M GATOOS. REPRESENTATIVE FROM PENNSYLVANIA
LEON E PANETTA. REPRESENTATIVE FROM CALIFORNIA
ROBERT E BADHAM. REPRESENTATIVE FROM CALIFORNIA
PAT ROBERTS. REPRESENTATivE FROM KANSAS
RICHARD OLESZEWSKI. STAFF DIRECTOR
JOHN CHAMBERS. DEPUTY STAFF DIRECTOR
PAYS M PADGETT. ASSISTANT STAFF DIRECTOR
ANTHONY J. ZAGAMI. GENERAL COUNSEL
Congrefsli of Me lUniteb Otatel
Joint Committee on Printing
July 13, 1988
TO MEMBERS OF THE INFORMATION COMMUNITY
WENDELL H. FORD, Suwon FROM KENTUCKY.
VICE CILURMAN
DENNIS DICONCINI. SENATOR FROM ARIZONA
ALBERT GORE, JR.. SENATOR FROM TENNESSEE
TED STEVENS. SENATOR FROM ALASKA
MARK 0. HATFIELD. SENATOR FROM OREGON
818 HART SENATE OFFICE BLDG.
WASHINGTON, DC 20510-6066
[phone]
On April 9, 1987, the Joint Committee on Printing passed
a resolution urging the Government Printing Office to
initiate a series of pilot projects to test the feasibility
and practicality of disseminating government publications to
Depository Libraries in electronic formats. As a result of
that resolution the Government Printing Office, in
consultation with the Joint Committee on Printing, has
developed the enclosed plan.
At its meeting on June 29, 1988, the Joint Committee on
Printing, agreed that, prior to implementation, this plan
should be circulated for public comment. If you have
specific comments to make regarding these test projects,
please submit them to the Joint Committee on Printing by
August 22, 1988.
Wendell H. Ford
Vice Chairman
Sincerely,
Frank Annunzio
Chairman
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DISSEMINATION OF INFORMATION
IN ELECTRONIC FORMAT
TO FEDERAL DEPOSITORY LIBRARIES
PROPOSED PROJECT DESCRIPTIONS
JUNE 1988
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I. INTRODUCTION
In 1983, the Joint Committee on Printing established the Ad Hoc
Committee on Depository Library Access to Federal Automated Data
Bases. The Ad Hoc Committee submitted reports in December 1984
and January 1987 strongly recommending implementation of
demonstration projects within the depository library community as
a means of accurately assessing both effectiveness and economic
feasibility.1,2/ The Ad Hoc Committee also recommended that the
Joint Committee on Printing submit a request for funding for the
projects and that GPO be responsible for the "planning,
administration and implementation of the projects...."3/ At the
direction of the Joint Committee on Printing, GPO requested
$800,000 for fiscal year 1988 for electronic dissemination pilot
projects, however, these funds were not allowed by Congress.
On April 9, 1987, the Joint Committee accepted the Ad Hoc
Committee's reports and passed a resolution calling for "a series
of pilot projects [to] be implemented to test the feasibility and
practicality of disseminating government publications to
depository libraries in electronic formats."4/
II. BACKGROUND
Responsibility of the Government Printing Office
As authorized under Title 44 of the U.S. Code, the Government
Printing Office (GPO) serves as the Federal Government's printer
and primary distributor of Government publications. For purposes
of distribution to the Depository Library Program, Government
publications are defined as "informational matter which is
published as an individual document at Government expense, or as
required by law.5/ The Depository Library Program guarantees
public accessibility to Federal information at no cost to the
user.
Government publications are provided to depository libraries in
the most usable, cost effective format. Over the past ten years,
Congress has authorized GPO to distribute an increasing number of
suitable publications in microfiche format, in order to contain
costs for the Depository Library Program. The House
Appropriations Committee recently indicated its support for cost
effective methods of electronic dissemination to depository
libraries such as CD-ROM (Compact Disc - Read Only Memory)
format. 6/
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More recently, the Association of Research Libraries (ARL)
issued a report compiled by the Task Force on Government
Information in Electronic Format, which supported the earlier
findings of the Ad Hoc Committee. ARL believes that the
Depository Library Program has reached a critical juncture -- a
crossroads, if you will, to the future. ARL vigorously urges
GPO, in cooperation with other Federal agencies, to institute
immediate action thereby enabling depository libraries to begin
receiving Government documents in electronic format.8/
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be able to utilize a "gateway" to search DOE files and/or
commercial systems, download data, and communicate via electronic
mail. A subsequent phase might provide electronic access to the
thousands of DOE reports currently sent to depository libraries
on microfiche.
As microcomputers become more and more widely used, the number of
data bases containing Government information is also growing.
Usually, data entered into microcomputers is administrative in
nature and would not qualify for depository distribution.
However, instances have been reported where agencies have
discontinued printing reports in favor of distributing flexible
("floppy") disks. Future efforts may include distribution of
published reports on floppy disks.
The project descriptions presented in the following pages
identify costs that can be attributed to individual projects. If
these projects are implemented, some additional resources may be
required to support the overall program. For example, some
additional equipment will be needed, such 'as a CD-ROM drive
($845) and a modem ($350). It is also estimated that the Library
Programs Service would initially require the equivalent of one
additional staff year to support the successful implementation of
these projects.
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Finally, this project will not entail the issue of software
licensing. (Service bureaus which develop CD-ROM products under
contract sometimes charge substantial fees per disc copy for use
of their retrieval software.) The Census Bureau software is in
the public domain.
COST PROJECTION: The total cost for this project, including
materials, postage, and labor, would be approximately $14,027 for
1,400 libraries. Contractor costs for duplicating copies of CD-
ROMs and floppy disks are estimated at $2.75 and $5 respectively.
The documentation (estimated at 100 pages) would cost about $51
per 100 copies. Postage and handling costs are based on
distributing the materials via United Parcel Service (UPS).
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PROJECT: Distribute the Toxic Release Inventory (TRI) to be
published by the Environmental Protection Agency (EPA) in
February 1989 to depository libraries in CD-ROM format.
DESCRIPTION: The EPA was established in 1970 to safeguard the
environment through development of effective Government standards
and regulations, research, monitoring, and education. As part of
the Superfund Amendments and Reauthorization Act of 1986 (SARA),
Congress charged the EPA with collecting and making available to
the public information about over 300 toxic chemicals that are
being released to the environment. Certain chemical
manufacturers, processors, and users are required to submit
annually a toxic chemical release form to the EPA. The release
forms provide information to the Federal, state, and local
governments and the public. EPA is required to make this data
accessible by computer telecommunications and other means.
Between 160,000 and 300,000 release forms will be submitted to
the EPA by July 1, 1988. Data collection will not be completed
until about February 1989. EPA proposes to publish a CD-ROM
containing the TRI data base for distribution to their field
offices, as well as depository libraries.
CD-ROM format was selected for the TRI data base because of size,
content, update frequency, and search requirements. EPA would
contract for designing the layout of the CD-ROM and development
of search software. Disc replication would be through a GPO
contract.
EPA also plans to publish the TRI in printed format. It would
probably be distributed to depository libraries in microfiche
format, at a cost of approximately $70,257. Distribution of this
data to depository libraries in CD-ROM format instead would offer
significant cost savings.
COST PROJECTION: The total cost for this project, including
materials, fees, postage, and labor is estimated at $22,319 for
400 libraries. Most of this amount, $20,000, is to purchase
software licenses to entitle disc users to use contractor-
developed software. (Some companies allow publishers to purchase
rights to the software outright, but licensing seems to be more
prevalent in the industry.) Costs for software licenses seem to
vary a great deal depending on the company, product, and the
number of disc copies produced. The figure used here ($50 per
disc copy) seems to be a reasonable amount based on a recent
survey of CD-ROM producers. The software license fee would
include the cost of the floppy disk and documentation to support
the software.
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PROJECT: Distribute the final (bound) edition of the
Congressional Record published by the U.S. Congress to depository
libraries in CD-ROM format.
DESCRIPTION: The Congressional Record is published in two
editions: 1) a daily edition is produced when Congress is in
session; and 2) a cumulated final edition is prepared after the
conclusion of each session of Congress.
Indexes to the daily Record are published on a biweekly basis.
Indexes to the final editions of the Record are created by
cumulating the biweekly indexes for each session of Congress.
The cumulated indexes are edited to reflect the page numbers that
appear in the final Record.
Currently, the Congressional Record is published in three
formats: 1) paper (daily on newsprint, cumulated final on 40 lb
offset); 2) microfiche (daily and final on 24X diazo fiche); and
3) electronic (standard 1600 BPI, ASCII, IBM compatible, 9 track
magnetic tape).
While the magnetic tape format has never been offered through the
Depository Library Program, until 1986 the bound Record was made
available to libraries on dual format distribution (i.e.,
selective depositories could choose either paper or microfiche;
regional depositories received both paper and microfiche). In
early 1986, depository distribution of the bound Record was
changed from dual format to microfiche-only, as a cost-savings
response to budget cuts mandated by Gramm-Rudman-Hollings.
Recent advances in the use of CD-ROM technology seem to indicate
that this format may be an appropriate alternative to microfiche
distribution. Not only does CD-ROM provide much greater
research capabilities to the user, it also appears that it will
be less costly than microfiche. The following analysis presents
the projected costs and considerations of employing CD-ROM as an
alternative to microfiche for depository distribution of the
Congressional Record.
Considerations in Publishing the final Record on CD-ROM
1. Size of data base
A year of the Congressional Record is made up of approximately
413 million keystrokes, which translates to about 500 megabytes
of information. In addition, the index and bill digest for a
year's-Record will comprise approximately 22 additional
megabytes. A single, 4-3/4 inch CD will hold up to 660 megabytes
of data.
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(Postage and handling costs are based upon distributing materials
via United Parcel Service.) The estimated cost for 1,305
microfiche copies of the final Record for a single session of
Congress is $158,203. For a detailed comparison, see the table
below.
Estimated
For 1,305 Depository
Printing Costs
Cost Comparisons
Libraries for One Year
Microfiche CD-ROM 10/
Record Text
$ 0
$ 0
Record Index
39,542
39,542
Production Costs
Master Copy
5,048
1,700
Duplicate Copies
Fiche
36,892
0
CD-ROM
0
2,610
Floppy Disk
0
6,525
Postage
Record Text
1,109
1,945
Record Index
4,085
4,085
Handling
Record Text
71,123
78
Record Index
404
404
Documentation
0
653
Total
$158,203
$ 57.542
House Report 100-621 (Legislative Branch Appropriation Bill,
1989) provides the following guidance for choosing an appropriate
depository format for the bound Record: "The Committee agrees
with providing cost-effective methods of electronic dissemination
of information to depository libraries such as CD-ROMS."11/
Thus, the choice of CD-ROM format for depository distribution of
the bound Record appears to be fully consistent with the
Committee's direction.
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PROJECT: Provide online access to the Economic Bulletin Board
sponsored by the Department of Commerce.
DESCRIPTION: The Department of Commerce offers a wide variety of
programs aimed at monitoring the nation's economy and promoting
economic growth through international trade, free enterprise, and
technological advancement. One facet of the Department's job is
to collect, analyze, and disseminate statistics representing the
state of the nation's economy. This information is provided to
business and Government planners to enable them to respond to
national economic conditions.
One of the primary ways utilized by the Commerce Department and
other Federal agencies to distribute economic news is through
press releases. Such press releases sometimes contain important
Government information, for example, the Consumer Price Index and
national unemployment statistics. Even though press releases are
clearly within the scope of the Depository Library Program as
defined by Title 44 USC, it is often difficult to obtain copies
for depository distribution. Agencies frequently reproduce press
releases in limited quantities for immediate distribution.
Attempts to acquire copies later are costly and very often
futile. Even when copies can eventually be obtained, they are of
less value to depository libraries because the news is no longer
timely.
Another medium used to disseminate economic information is an
electronic bulletin board sponsored by the Department of
Commerce. The Economic Bulletin Board contains economic news and
statistics published by several bureaus within the Department of
Commerce, including the Bureau of Economic Analysis, Census
Bureau, International Trade Administration, and NTIS, as well as
the Federal Reserve Board, Bureau of Labor Statistics (Labor
Department), and the Internal Revenue Service (Treasury
Department). The information is contained in about 300 files
which are updated within a few minutes of their release time.
Updates are monthly or quarterly, depending on the release;
employment statistics, for example, are updated monthly. There
are currently about 900 subscribers, including about 100
libraries. The only equipment required is a "dumb" terminal,
however, most subscribers use personal computers to download data
to floppy disk for subsequent review and manipulation. The
current equipment configuration at the Commerce Department will
accommodate up to 16 simultaneous users, using 2400, 1200, or 300
baud communication.
The Commerce Department has indicated their willingness to extend
access to selected depository libraries. Officials there have
proposed that 100 libraries be given the opportunity to use the
Economic Bulletin Board for a period of six months.
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Publication Title: Economic Bulletin Board
Source Agency: Department of Commerce
Project Description: Provide unlimited online access to the
Economic Bulletin Board to 100 depository libraries for a period
of six months.
Depository Distribution Cost Comparison:
1. Current Costs
(NOTE: Much of the information contained on the Economic
Bulletin Board is not currently being distributed to
depository libraries. Also, it contains data supplied by a
wide range of Federal agencies, as described in the
project description. For these reasons, reliable cost
figures for hard copy distribution were not available.)
According to records of system usages compiled by the
Department of Commerce, one Federal depository library
used the Economic Bulletin Board (EBB) 45 times to download
261 files during the first three months of 1988. The cost
for 100 libraries to use the EBB to this extent for six
months (a total of 2,400 Lours) at regular Commerce
Department rates would be about $15,000.
2. Costs for online access
One-time fee for unlimited $ 5,000
usage for six months
*Telecommunications costs 16,800
(2,400 hours X $7/hour)
TOTAL: $ 21,800
*NOTE: Actual telecommunications costs would depend on the
amount of online usage. This cost could be borne by
the Federal Government or participating depository
libraries.
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depository libraries); (2) increased search capabilities (i.e.,
more access points); (3) retrieval capability for related
information; (4) electronic cataloging information that is
currently not available. (GPO is not cataloging these
publications in the LC/GPO cataloging format and this material is
not part of the Monthly Catalog of U.S. Government
Publications.) The development and application of this system
could allow realization of significant cost savings at each
depository library.
COST PROJECTION: DOE officials have proposed that GPO
reimburse DOE for development costs as well as use of the DOE
computer by depository libraries for the duration of the project.
One-time costs, in the amount of $100,000, would cover expenses
for personnel and other resources needed to adapt the DOE
computer system for use by depository libraries, develop the
gateway for accessing commercial systems, and conduct the
feasibility study for the format of DOE technical reports. The
cost for searching files on the DOE computer would be $16 per
hour. Based on 20 libraries searching the DOE computer for two
hours a week, the annual recurring cost to GPO would be $33,280.
This expense would be slightly offset by a savings of $2,155, if
participating libraries no longer received printed copies of
Energy Research Abstracts. Libraries that choose to utilize
commercial systers to search for older DOE materials would pay
for those services at the going commercial rate (currently $85 -
$120/hour).
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V. REFERENCES
1/U.S. Congress, Ad Hoc Committee on Depository Library
Access to Federal Automated Data Bases, Joint Committee on
Printing, Provision of Federal Government Publications in
Electronic Format to Depository Libraries, 98th Cong., 2d sess.,
1984, pp. (III),10.
2/U.S. Congress, Ad Hoc Committee on Depository Library
Access to Federal Automated Data Bases, Joint Committee on
Printing, Report to the Joint Committee on Printing, 100th Cong.,
1st sess., 14 January 1987, pp.2-3.
3/Ibid., pp.2-3.
4/U.S. Congress, Joint Committee on Printing, Committee
resolution, 100th Cong., 1st sess., 1987.
5/Title 44-Public Printing and Documents, U.S. Code, sec.
1901 (1982 ed.).
6/U.S. Congress, Committee on Appropriations, Legislative
Branch Appropriation Bill, 1989, House Report 100-621, 100th
Cong., 2d sess., 1988, pp.30-31.
7/Title 44-Public Printing and Documents, U.S. Code, sec.
1901 (1982 ed.), p.543.
8/Task Force on Government Information in Electronic
Format, Association of Research Libraries, "Technology and U.S.
Government Information Policies: Catalysts for New Partnerships,"
Washington, D.C., October 1987, p.23.
9/Figures are based on the number of depository libraries
currently receiving the final Congressional Record (1,295) plus
ten copies for claims. Depository libraries that receive the
final Congressional Record in microfiche or CD-ROM would be
allowed to receive the Index in paper format.
10/Some additional costs would be incurred for developing
or licensing retrieval software for the CD-ROM. Software
licensing typically requires a one-time payment and/or royalties
on a per disc basis.
11/U.S. Congress, Committee on Appropriations,
Legislative Branch Appropriation Bill, 1989, House Report
100-621, 100th Cong., 2d sess., 1988, p.30.
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CONGRESS OF THE UNITED STATES
JOINT COMMITTEE ON PRINTING
WASHINGTON, DC 20510-6606
OFFICIAL .BUSINESS
418".
M.C.
DIRECTOR
CENTRAL INTELLIGENCY AGENCY
WASHINGTON, DC 20505
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