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					                                                Federal Depository Library Manual – Supplement 3

                                 The University of Michigan
                 Harlan Hatcher Graduate Library
                                        February 2002

Library Name:                       Harlan Hatcher Graduate Library
Institution:                        The University of Michigan
Address:                            920 North University Avenue
City:                               Ann Arbor, Michigan 48109-1205
Depository #:                       0278
Congressional District:             13th (107th Congress); 15th (108th Congress)
Director:                           Mr. William A. Gosling
Depository Coordinator:             Ms. Grace Ann York
Coordinator's Phone Number:         (734) 936-2378
Coordinator's E-mail:     
Documents Fax:                      (734) 764-0259
Date Submitted:                     February 28, 2002

Community Served by Your Depository (can be taken from the library's written collection
development policy)

Population of the City 114,024      County: 322,895     PMSA: 589,736       CMSA: 5,456,428

           The definition of the Detroit CMSA and two of its components was changed between
1990 and 2000. The Detroit PMSA lost Livingston County. The Ann Arbor PMSA gained
Livingston and Lenawee Counties. The Flint MSA was added to the Consolidated Metropolitan
Statistical Area. According to the 2000 definition, the Detroit CMSA has a total population of
5,456,428. Including counties outside the CMSA in 1990, there was a 5.5% overall growth rate
in the region. The Ann Arbor PMSA grew by 18.1% (including a 35.7% growth in Livingston
County), the Detroit PMSA by 4.9% (absorbing a 2.4% loss in Wayne County and 17.6%
growth in Lapeer County), and the Flint PMSA by 1.3%.

The area's growth can be considered: none __       low x (city)       moderate x (region)
                                   high __

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Major industries/influences on the local economy:

        Founded in 1817, the University of Michigan-Ann Arbor is one of the premier institutions
of higher education in the United States. Enrollment during 2000 was 38,103 with a graduate
student population of 35%. The University’s nineteen colleges include: Architecture & Urban
Planning; Art & Design; Business; Dentistry; Education; Engineering; Graduate Studies;
Information; Kinesiology; Law; Literature, Science and the Arts; Medicine; Music; Natural
Resources and Environment; Nursing; Pharmacy; Public Health; Public Policy, and Social Work.
Among its top-ranked programs are law, public policy, engineering, natural resources, dentistry,
political science, public health, and social work.

        There are 4300 faculty (including regular, clinical and supplemental). Faculty routinely
serve as advisors to the federal government and return to the University after their tenure. This is
especially true in the fields of economics, public health and foreign relations. As a result,
numerous academic and professional departments offer courses on the legislative process.

       The Inter-University Consortium for Political and Social Research was located in Ann
Arbor after World War II. ICPSR is an archive for numeric data tapes, including those being
produced by the federal government. ICPSR attracts faculty to the University with joint
appointments in ICPSR and a subject field, such as sociology, political science, and economics.
An echo is seen in graduate and undergraduate classes requiring pre-tabulated statistical data.

        The University of Michigan Library consists of a central facility (Graduate Library) and a
system of 15 divisional libraries. Federal government documents are concentrated in the Media
Union (Engineering), Science, Public Health, Map, and Graduate Libraries. The Documents
Center in the Graduate Library is the liaison to the depository library system. It serves the
divisional libraries, functions as a central reference point for government information, and
specializes in the social sciences.

       The City of Ann Arbor is primarily an academic community with a growing research
component. The 2000 Census reports a population of 114,024 with a median age of 28.1 years.
The population is approximately 75% white, 9% black and 12% Asian (the largest groups being
Chinese and Asian Indian.) Major employers outside the University include Pfizer
(pharmaceuticals), Borders (bookstore headquarters), Edwards Brothers (publishing), Proquest
(formerly University Microfilms and Bell and Howell, book publishing), and computer services.

        The 13th Congressional District (through 2002) incorporates Eastern Washtenaw County
and Western Wayne County. Outside the City of Ann Arbor, the region is heavily influenced by
the automotive parts industry. The 13th District has included three depository libraries: The
University of Michigan Graduate Library (84%), The University of Michigan Law Library (9% ),
and Eastern Michigan University Library (48% ).

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        The newly-drawn 15th Congressional District (beginning 2003) has a population of
662,563. It represents a significant departure from the current district, adding Dearborn (Wayne
County) and all of Monroe County to the existing district. Within its fold are Ford Motor
Company World Headquarters and Detroit Edison’s nuclear power plant. Relationships have
already been established between the Library and these two businesses so redistricting should
have minimal impact on library clientele. The addition of the Monroe County Library System
(27%) and Henry Ford Community College (15%) to the 13th District’s academic libraries brings
diversity and new opportunities for cooperation.

Types of depository patrons (If an academic depository, include types of community users):

        The primary clientele of the Documents Center are University of Michigan faculty and
students in a wide-range of departments. The concentration of in-house users come from
political science, economics, education, sociology, social work, public health, urban planning,
and natural resources. The Documents Center provides backup reference services for the
Business Administration Library (separate campus library) and Law Library (separate campus
library and its own depository).

        The Documents Center also serves the business community in southeast Michigan
(particularly Pfizer), local information brokers, local research institutes (Inter-University
Consortium for Political and Social Research, Environmental Protection Agency, UM
Transportation Research Institute), over 400 high school debaters during the summer’s debate
institutes, and area high school students throughout the year. Most questions from local citizens
involve genealogical research, laws, and regulations. The Documents Center web site
( is used world-wide although the majority of reference
questions it generates comes from students and small businesses across the country.

        Each campus library has its unique clientele of community users. Map Library:
Environmental Research Institute of Michigan and several environmental remediation and
remote sensing services. The Media Union serves local business. Patrons of the Public Health
Library include the University of Michigan Hospital, St. Joseph Mercy Hospital, Pfizer, local
health care consulting companies, the community, and Michigan government employees.

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Depository publications most frequently used (If an academic depository, separately
include publications used by both community and campus users):

       Academic Community                                  Local Community

       Decennial Census                                    Federal Register
       Statistical publications (Statistical Universe)     Code of Federal Regulations
       Congressional Hearings                              Decennial Census
       DOE, NASA, and EPA reports                          Topographic maps
       Topographic maps                                    Patents
       TIGER Files                                         DOE, NASA, EPA reports
       Environmental Impact Statements                     CRISP (Biomedical Research)
       Soil Surveys                                        Toxic Release Inventory
       Water resources                                     Vital and Health Statistics
       Forest Service materials
       CRISP (Biomedical Research)
       Environmental Health Perspectives
       Healthy People
       Morbidity and Mortality Weekly Reports
       National Vital Statistics Reports
       SAMSHA materials
       Toxic Release Inventory
       Toxicological Profiles
       Vital and Health Statistics

Library's volume count ___7,484,343________ (Includes Federal depository and non-
depository materials, all formats and all collections and libraries under the administrative
purview of your library director.)

Does the library have selective housing sites? Yes ______ No ___X__
If yes, how many? ______

Are Selective Housing Agreements for each in place at the depository, GPO, and the
Regional library? Yes __x___ No _____

      The University of Michigan Graduate Library is a selective housing site for the University
of Michigan Law Library, which provides the Public Health and Map Library with duplicate
copies of ten item numbers. A copy of the agreement is attached. Further information about the
selective housing agreement is available in the Law Library's self-study.

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1. Collection Development

In this section you will describe the policies and practices that your library uses to build a
collection of U.S. Government publications in all media.

1.1    Indicate which statement most closely describes your depository selection.

         __X__ A comprehensive, retrospective research collection
         _____ A blend of current and retrospective holdings
         _____ A mostly current, 5-year collection (with a few retrospective holdings)

         In addition to the federal depository program, the University Library is a depository for
         the Patent Office, Federal Financial Institutions Examination Council, State of Michigan,
         Government of Canada, United Nations, Food and Agriculture Organization of the United
         Nations, Asian Development Bank, and South Pacific Commission. It is a local affiliate
         of the Census Bureau’s State Data Center program.

1.2    Which of the following "Basic Collection" titles does the library select through the
       depository program? Adjacent to each title, note format received and/or any
       commercial equivalents. Explain why any are not selected, and where the library can
       refer patrons for that title.

 Paper         Fiche     CD-ROM        Online
 X                       X             X             Budget of the United States
 X                                     X             Catalog of Federal Domestic Assistance
 X -1997                               X 1998+       Census Catalog and Guide
 X -1990                 X 1990+       X 1990+       Census of Population and Housing for (State)
 X                                     X (GPO &      Code of Federal Regulations
 X                                     X             Congressional Directory
 X = daily                             X (GPO,       Congressional Record
 (and                                  Thomas, &
 purchase                              Congressio
 hardbound)                            nal
 X                       X             X (Univ. of   County and City Data Book
 X             X (CIS)                 X (GPO &      Federal Register
 X                       X                           Historical Statistics of the United States
 (Not active             (Commercial
 item                    CD
 number)                 networked
                         on LAN)
 X                                     X (GPO &      Monthly Catalog
                         X (until      X (Stat-      National Trade Data Bank (NTDB) CD-ROM

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                        discon-     USA: GPO
                        tinued)     password
                                    X             Sales Product Catalog
                                    X             Slip Laws (Public)
 X                      X           X (Census     Statistical Abstract of the United States
                                    Bureau &
 X                                  X             Statutes at Large
                                    X             Subject Bibliographies
 X                                  X             United States Code
                                    sional and
 X                                  X             United States Government Manual
 X (also                            X             United States Reports
 Lawyer's                           (Academic
 edition)                           Universe)
 X (until                           X             Weekly Compilation of Presidential Documents

1.3    If you do not serve the public as your primary patron, aside from "Basic Collection,"
       what are some of your selections specifically for Congressional District information
       needs or general public use? (Provide examples)

       An 84% selection rate ensures that we receive most documents needed for general public
       use. In addition, we select pamphlets from the Social Security Administration and
       Consumer Product Safety Commission as well as posters from NASA and the Census
       Bureau. Non-GPO arrangements include: U.S. and Michigan tax forms, depository
       documents from the Federal Financial Institutions Examination Council, census schedules
       for Michigan from the National Archives, and products issued or supplied by the Michigan
       Information Center, a Census Bureau state coordinating agency.

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1.4   Indicate which of the following the library uses:

            ___X__ GPO's Web site
            ___X__ GPO Access
            ___X__ Federal Bulletin Board (frequently down)
            ___X__ Pathway Services
            ___X__ FDLP Administration page
            ___X__ FDLP Electronic Collection
            ___X__ Documents Data Miner

1.5   What FDLP databases and/or publications do you find most useful (Administrative
      Notes, WEBTech Notes, etc. - be specific)?

      Most of the FDLP databases are useful. WEBTECH Notes is especially helpful for
      verifying the status of missing publications. The University of Michigan version of the
      Technical Supplement can be used for identifying new item numbers during the annual
      selection update and scanning changes to distribution format. Pathway Services subject
      coverage is very uneven, but those subjects claimed by selectors are hidden jewels.

1.6   List most frequently used CD-ROMs selected by your library:

      1990 Census (Summary Tape File 3A, 3D, 1A, 1B, Subject Summary Tape Files)
      1992 Economic Census (particularly the zip code files)
      1997 Economic Census
      Tiger Line Files
      Digital Line Graphs
      NIMA CDs
      Vector Map Level 0
      Toxic Release Inventory
      National Health Interview
      Census 2000 DVDs – light use currently; heavy use expected later this year

      The most frequently-used government-related CDs are not federal depository titles.
      These include ARCVIEW, Geolytics CensusCDs (1970-2000), and World Development
      Indicators (World Bank).

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           a. Which are networked?

               No federal depository CDs are currently networked although we hope to network
               the Census Bureaus SF1 for Michigan during Winter 2002. Among the
               networked CDs related to government information: CensusCD + Maps 1990,
               World Development Indicators, Index to House of Commons Parliamentary
               Papers, and Historical Statistics of the United States.

           b. For which is there access beyond the library?

               All networked CDs listed in 1.6.a are available to University of Michigan
               affiliates off-campus using a web browser and the CITRIX software.

           c. If no CD-ROMs selected, why?

               Not applicable.

1.7   Does the library subscribe to any Government online services available through the

      Yes _X____      No _____

           a. Which ones? (STAT-USA, Environmental Health Perspectives, NOAA, etc.)

               The University of Michigan has a password to STAT-USA as a backup to the
               campus-wide subscription. We have access to NOAA due to the .edu domain and
               Environmental Health Perspectives through OCLC. As a result of the self-study,
               we learned we also had single-user passwords to EHS and NOAA.

1.8   Indicate which maps your library selects using the following list. Note geographic
      coverage (county, city, state, etc.) as necessary.

           ___X_ Forest Service
           ___X_ CIA

           (National and/or international coverage)


           The Map Library houses 310,000 maps and 10,000 non-map items (atlases, books).
           It specializes in Western Europe, Russia, Eurasia, and the Americas.

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1.9   Does the library have a written depository collection development policy or a
      government documents component of a general collection development policy?
      Yes __X___      No _____

           a. If so, attach a copy of the policy, or relevant portions of a library-wide policy,
              to this self-study.

               1) When was it written?
                   Originally written in 1994 with a major revision in 1999.

               2) When was it last reviewed?
                   February 2002.

           b. Have you incorporated “FDLP Guidelines on Substituting Electronic for
              Tangible Versions of Depository Publications” into your written collection
              development policy? Yes ___X__ No _____

1.10 Describe any collection development coordination and depository resource sharing
     efforts that the library attempts with other area depositories in order to eliminate
     unnecessary item duplication and insure adequate coverage of the area.

      The University Library (Graduate Library) and University Law Library have historically
      maintained a close working relationship. The Graduate Library supplied the Law Library
      with printed bills until the Law Library obtained depository status in 1978. In return, the
      Law Library is selecting duplicates of two map and eight public health item numbers for us
      under a selective housing agreement. The Law Library maintains the administrative law
      collection (outside the CFR and Federal Register) while the Graduate Library maintains the
      bound Serial Set. In recent years we have cooperated in purchasing large microfiche sets or
      networked commercial licenses for campus. The Graduate Library purchased the
      microfiche serial set, hearings, CIS Executive Branch fiche, Congressional Universe, and
      Statistical Universe. The Law Library purchased United Nations and League of Nations
      microfiche. It is in the process of purchasing TIARA (U.S. treaties) and the United Nations
      Treaty Series.

      We depend on Eastern Michigan University for curriculum-related education materials, and
      EMU on U-M for nationwide Census data. We depend upon Michigan State University for
      crop science, veterinary health, and police administration. Most libraries in the state
      depend on U-M for printed Congressional hearings.

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1.11 When did the library last conduct a review of items selected? Describe the process.
Do you use a zero-based item number selection review? (A zero-based review means
"evaluating item numbers on a one-by-one basis [which] should result in adding or deleting
items from the selection profile." p. 10, "Collection Development Guidelines")

      The last item number review was conducted in July 2001.

      Because of our high selection rate, it is difficult to conduct a zero-based review of all item
      numbers every year. Typically the documents librarian checks GPO's accuracy in recording
      the previous year's item number changes, reviews the new item list in Administrative Notes
      for titles we want, verifies their selection in Documents Data Miner and/or the Item Lister,
      and reviews a section of the item list pertinent of the Graduate Library. She notifies the
      Map Library, Public Health Library, and Science Library, which usually do the same.

      A zero-based review was, however, conducted in July 2000, when the documents librarian
      created a selection profile in Excel format on the web at <
      govdocs/sudocs.html> The spreadsheets were difficult to update for the 2001 selection
      cycle, and it is our hope to someday convert them to a database format.

      Throughout the year, item numbers are deleted as problems and questions arise. A record is
      maintain of new item numbers we would like to select during the next cycle.

1.12 Does the library have suitable index tools to effectively access the resources in the
     documents collection? Yes __X___ No _____

              a. If no, what other search tool(s) would you like added to the library?

1.13 Below is a selected listing of government-issued and commercial indices and services.
     Not all of these tools are appropriate for all types of depositories. Check off the
     information products and services the library owns. If on-line access is restricted for
     some indices, note that fact. Add any relevant titles which the library owns or has
     access to on-line.

  Paper           Electronic
  X                            ASI (American Statistics Index)
                  X            ASI on Statistical Universe
  X                            Ames, John G. Comprehensive Index to the Publications of the
                               U.S. Government, 1881-1893
                               Andriot, John. Guide to U.S. Government Publications
  X                            CCH Congressional Index
  after 2000)
  X               X            CIJE (Current Index to Journals in Education)
  X                            CIS Index to Presidential Executive Orders and Proclamations
  X                            CIS Index to U.S. Senate Executive Documents and Reports

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Paper          Electronic
                                CIS U.S. Government Periodicals Index
X              X (Cong.         CIS Index to the Code of Federal Regulations
X (cancelled   X  (Cong         CIS Federal Register Index
after 1998)    Universe)
X (ceased)                      CIS American Foreign Policy Index
X                               CIS Index to Publications of the United States Congress
               X (ceased)       CIS Congressional Masterfile CD-ROM
               X                CIS Congressional Universe
X              X (Cong          CIS U.S. Serial Set Index
X              X  (Cong         CIS U.S. Congressional Committee Hearings Index
X              X  (Cong         CIS U.S. Congressional Committee Prints Index
X              X                CQ Weekly

X                               Checklist of United States Public Documents, 1789-1909
                                Cumulative Subject Index to the Monthly Catalog of U.S.
X                               Government Publications, 1900-1971
X              X                Declassified Documents Index
               X                Dialog
X                               Documents Catalog, 1893-1940
X                               EPA Reports Bibliography
X              X                ERIC
X              X                Index Medicus
               See note on      Lexis
                                Monthly Catalog CD-ROM (What brand?)
                                Monthly Catalog, loaded in on-line system, available from OPAC
                                (What brand?)
               X                NLM MEDLINE
X (ceased)     X                NTIS Government Reports Announcements and Index
               X                OCLC
               X                OCLC FirstSearch
X              X                PAIS
                                PAIS CD-ROM
X                               Poore, Benjamin P. A Descriptive Catalog of the Government
                                Publications of the United States, September 5, 1774-March 4,
X              X                RIE (Resources In Education)
               X (essentially   Wilsonline
               replaced by
X                               U.S. Code Congressional and Administrative News

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           a. Other indexes accessible via OPAC
              Selected bibliographies, such as NTIS, are available through our OPAC, but many
              titles are swtiching to separately-accessed web sites.

           b. Microform collections purchased:

               ASI, SRI, and IIS Microfiche (statistics)
               CIS, 1970+
               CIS Serial Set
               CIS Retrospective Hearings
               CIS Unpublished Hearings
               CIS Retrospective Committee Prints
               Declassified Documents
               Environmental Impact Statements (Science Library)
               NTIS Reports (as requested - Media Union)
               Numerous microform sets from University Publications of America about the
                      President, National Security Council, and foreign affairs

           c. Networked electronic resources (in addition to those listed above)

               Academic Universe - replaces LEXIS for general academic libraries
               Digital National Security Archive
               ERIC Full Text Documents
               Leadership Directories (Yellow Books)
               Monthly Catalog via OCLC
               National Journal (incl. Almanac of American Politics)
               Newsbank Index to FBIS Publications, 1975-96
               Statistical Universe
               World News Connection (FBIS)

1.14 Who makes item selection decisions for the depository collection?

     The Coordinator of the Documents Center in conjunction with the divisional libraries
     housing government documents

1.15 Who makes selection decisions for support materials such as indexes?

     Divisional librarians and department heads usually make decisions on printed indexes.
     Large microform sets must be approved by the cluster head. Decisions about networked
     electronic resources are made by electronic selection teams (e.g. Social Sciences, Science).

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2. Bibliographic Control

In this section you will describe how the library processes depository materials and
maintains a holdings record to the piece level.

2.1   Describe how the library records depository receipts to the required piece-level.
      Include all tangible information products.

           a. monographs
              1) paper

              Receipts are checked against the shipping list. The SUDOCS class number and
              item number are written on each piece. The piece is then stamped with the
              depository stamp and the item is sorted. The item is searched in the on-line
              catalog. If not found, the item number is checked against a printed item file to
              determine whether there is a pre-designated location (e.g. Media Union, Public
              Health) for that item number. If a decision is found, the publication is inscribed
              and sent to Monograph Cataloging. If no decision is found, the publication is sent
              to the Documents Center, which determines a location, inscribes it, and sends it to
              Monograph Cataloging.

              The Documents Center uses shipping lists to type records on card stock for
              Congressional hearings and committee prints. The publications are filed by
              SUDOCS number in the Documents Center. Congressional Information Service
              microfiche is the permanent archival collection for hearings and committee prints.
              The Systems Office loads CIS records into our on-line catalog with a note that the
              Documents Center may also have a paper copy. The Documents Center retains
              paper cards for the publications it retains in paper. Documents has recommended
              that the library purchase MARCIVE tapes for the paper and let the CIS tapes
              bump the MARCIVE tapes when they arrive. These CIS records would need to
              be annotated with the paper copies once an archival selection decision had been

              2) Microfiche

              New microfiche is checked against the shipping list. The envelope is stamped and
              inscribed with the item number. The item number is checked against a printed list
              of locations (checklist for cataloged publications, uncataloged to Media Union or
              Public Health, etc.) Item numbers not appearing on the list are sent to the
              Documents Center's SUDOCS collection of microfiche.

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               Since the last GPO inspection in 1994, the Documents Center has consolidated all
               microfiche not cataloged or destined for a divisional library into separate cabinets
               filed by SUDOCS number.

               3) CDs, floppies

               Receipts are checked against the shipping list. The SUDOCS class number and
               item number are written on the jewel box, and the jewel box is stamped. The item
               is searched in the on-line catalog. If not found, the item number is checked
               against a printed item file to determine whether there is a pre-designated location
               (e.g. Media Union, Public Health) for that item number. If a decision is found, the
               publication is inscribed and sent to Monograph Cataloging. If no decision is
               found, the publication is sent to the Documents Center, which determines a
               location, inscribes it, and sends it to Monograph Cataloging. The Labelling
               Department inscribes the CD itself with location and call number.

               4) vertical file and ephemera

               Receipts are checked against the shipping list. The SUDOCS class number and
               item number are written on each piece. The piece is then stamped with the
               depository stamp. The pamphlet decision list is checked, and the piece is sent to
               the appropriate location. If not found on the list, the pamphlet is sent to the
               Documents Center.

               Pamphlets are filed by item number in the Documents Center.

           b. serials
              1) paper

               Receipts are checked against the shipping list. The SUDOCS class number and
               item number are written on each piece. The piece is then stamped with the
               depository stamp, and the item is sorted by serial type. The item is searched in the
               on-line catalog and Central Serials Record and recorded at the piece level if the
               record is found. If not found, the item number is checked against a printed item
               file to determine whether there is a pre-designated location (e.g. Media Union,
               Public Health) for that item number. If a decision is found, the publication is
               inscribed and sent to Serials Records for cataloging and recording. If no decision
               is found, the publication is sent to the Documents Center, which determines a
               location, inscribes it, and sends it to Serials Cataloging.

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2) Microfiche

New microfiche is checked against the shipping list. The envelope is stamped and
inscribed with the item number. The item number is checked against a printed list
of locations (checklist for cataloged publications, uncataloged to Media Union or
Public Health, etc.) Publications which are cataloged are recorded in the online
system at the piece level. Item numbers not appearing on the list are sent to the
Documents Center's SUDOCS collection of microfiche.

Since the last GPO inspection in 1994, the Documents Center has consolidated all
microfiche not cataloged or destined for a divisional library into separate cabinets
filed by SUDOCS number.

3) direct mail items

Processed according to the type of material.

4) CDs, floppies

Receipts are checked against the shipping list. The SUDOCS class number and
item number are written on the jewel box, and the jewel box is stamped. The item
is searched in the on-line catalog. If found, it is recorded at the piece level and
sent to Labelling. If not found, the item number is checked against a printed item
file to determine whether there is a pre-designated location (e.g. Media Union,
Public Health) for that item number. If a decision is found, the publication is
inscribed and sent to Serials Cataloging. If no decision is found, the publication is
sent to the Documents Center, which determines a location, inscribes it, and sends
it to Serials Cataloging. The Labelling Department inscribes the CD itself with
location and call number.

5) vertical file and ephemera

Receipts are checked against the shipping list. The SUDOCS class number and
item number are written on each piece. The piece is then stamped with the
depository stamp. The pamphlet decision list is checked, and the piece is sent to
the appropriate location. If not found on the list, the pamphlet is sent to the
Documents Center. Most serial pamphlets are sent to Serials Cataloging for the
Graduate Library stacks. Those not sent to Serials Cataloging are maintained in
Documents Center pamphlet files by item number.

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           c. maps
              1) CIA

                   Received by Serials Acquisitions. All maps are checked against their
                   shipping lists. They are stamped “depository” and inscribed with the
                   item number and SUDOCS number in pencil. Maps are forwarded to
                   the Map Library, where they receive complete cataloging.

               2) USGS topographic

                   Received directly by the Map Library. Checked against shipping list.
                   Stamped “depository.” Filed.

               3) other maps (folded map series, NIMA, etc.)

                   Received by Serials Acquisitions. All maps are checked against their
                   Shipping lists. They are stamped “depository” and inscribed with the
                   item number and SUDOCS number in pencil. Maps are forwarded to the
                   Map Library. All series are recorded at the piece level. Geologic maps are
                   analyzed individually.

            d. online publications

               Serials Cataloging has been adding URLs to existing serial records and cataloging
               new on-line only serials since 2000. Titles are submitted by a member of the
               Documents Center staff using the List of Classes and GPO's Technical
               Supplement as a trigger. The Documents Center has recommended that the library
               purchase MARCIVE tapes of on-line only monographs for incoporation into the
               on-line catalog.

2.2   Is there a significant difference in recording various formats to the piece level?
      Yes __X___        No _____

           a. If yes, describe.

               All tangible products are checked on the shipping list. Printed publications, CD-
               ROMS, DVDs, approximately 20 microfiche serials, and most maps other than the
               quadrangles are completely cataloged and recorded at the piece level in the on-
               line catalog. Printed Congressional hearings and committee prints are recorded in
               a paper card catalog. Most microfiche, pamphlets, and individual House and
               Senate Reports and Documents are not recorded. The bound Serial Set IS

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2.3   Your shelf list for the depository collection is:

       ___X_card-based (Congressional hearings and committee prints only)
       ___X_ part of an integrated library system
       _____ PC-based
       _____ other (explain)

2.4   Note any exception to the full check-in record, such as retrospective gaps or materials
      not usually checked in to the piece level. Note the reasons why the library does not
      fully record that material. Is record keeping for any material done another way?

      Most microfiche, pamphlets, and items designated for disposal are not recorded. They can
      be located respectively by SUDOCS number in the Documents Center, item number in the
      Documents Center, and year received/SUDOCS number in a Reference Department storage

      The library has reviewed the handling of microfiche since the mid-1970s, and several
      committees have researched alternatives over the past decade. Most microfiche purchased
      by the library arrives in large sets which can be easily cataloged. The format is silver halide
      (archival) so can be expected to last. The publisher usually supplies printed or on-line

      By contrast, GPO microfiche arrives as individual titles which must be separately
      cataloged. The closest index is the Catalog of Government Publications. The microfiche is
      diazo, which has been proven to fade. In addition to the sheer numbers of microfiche, the
      library's ttempts to catalog them have been exacerbated by incomplete information in the
      microfiche header, frequent lack of numbering for serial publications in the header,
      switches in format (one issue in paper, another on microfiche), and the integration of the
      corresponding paper collection, classed by Library of Congress call number, into several
      campus libraries. Consolidating the microfiche and arranging them by SUDOCS number in
      the Documents Center (1995-96) has provided a handle for us to identify a known title
      through the Catalog of Government Publications and dependably retrieve it.

      Most pamphlets are ephemeral, and cataloging them is more expensive than the material
      warrants. The item file does, in fact, work.

      Recognizing GPO's piece-level requirements, the library mounted a test MARCIVE tape
      into its online catalog on February 7, 2002. Proposals to use MARCIVE tapes for online
      only documents, microfiche, and ephemera will be tested within the next few months

2.5   Does the check-in record show library holdings, classification numbers, frequency,
      location of documents, retention, etc.?      Yes __X___ No _____
            a. If no, what information is not on this record?

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2.6   Describe the techniques used to properly identify and date mark all depository
      materials as required (i.e., stamps, writing on the documents, etc.).

           a. microfiche envelopes

               Stamped with Depository and date. Item number written.

           b. direct mail items

               Stamped with Depository and date. Item number and class number written on

           c. Maps

               Maps received through Serials Records: Stamped with Depository and date.
               Item number and class number written on piece.

               Maps received through Map Library: Stamped with Depository and date.

           d. CD-ROM jewel cases

               Stamped with Depository and date. Item number and class number written on

           e. floppy disks

               Stamped with Depository and date. Item number and class number written on

           f. paper monographs and serials, bound and unbound

               Stamped with Depository and date. Item number and class number written on

2.7   List any titles or media that are not marked or stamped.

               Administrative Notes and Technical Supplements not marked because they are
               routing copies. They are permanently retained in paper.

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2.8   Place an example of depository ownership/date stamp in the box. Note the date's
      significance also, such as date of receipt, processing, shipping list, other.

       The date is the date of receipt. The Shipping List is also stamped with this date.

2.9   Are there processing backlogs? Yes _____ No __X___ (from a Technical Services

           a. If so, are these items organized so they can be retrieved quickly for use?
              Yes _____       No _____      N/A

           b. Estimate the processing time for each identified backlog:

              1)   unopened boxes
              2)   items put in the public catalog
              3)   items not entered into the public catalog
              4)   continuations ("add ons")
              5)   periodicals
              6)   microfiche
              7)   maps
              8)   electronic products

                  The Documents Center coordinator admits to falling behind on the selection of
                  CD-ROMS when their item numbers have not been pre-assigned to a
                  library. Most are multi-disciplinary scientific CDs that require software
                  installation before the appropriate collection can be identified. All are located
                  on one shelf in Serials Records and are easily findable.

                   The processing backlog of pre-1993 material, noted in the 1994 inspection
                   report, was eliminated in 1995.

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2.10 Is shelving or filing of depository materials completed within 10 days of the date of
     their receipt in the library (except for items being cataloged)? Yes __X___      No

           a. If no, how long does it typically take?

2.11 Are at least some documents cataloged and accessible via the library's catalog?
     Yes ___X__      No _____

           a. Percentage of documents currently cataloged: ___70%_____

           b. Documents have been cataloged since _________c.1900____

           c. Are you acquiring and cataloging e-documents? Yes __X___ No _____

               The library is in the process of cataloging all federal online serials. Online
               monographs are being cataloged selectively. We hope to purchase MARCIVE
               tapes for the remaining e-monographs.

           d. Documents have been retrospectively cataloged: Yes __X__             No _____

           e. Plan to catalog retrospective holdings:       Yes ___X__ No _____

               Most paper copies are already cataloged. The Library incorporated CIS
               microfiche records for its retrospective hearings several years ago. The library is
               currently purchasing catalog tapes of the CIS Executive Branch Collections,
               17889-1932, but the vendor's work in preparing those tapes may not be completed
               for a few more years.

           f. Type catalog system used:

                      _____ Card
                      __X_ Online text-based __X___ Web-based ___X__
                      _____ CD-ROM
                      _____ Microfiche

           g. Brand of online catalog: NOTIS

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2.12 Does the library subscribe to commercial vendor processing services?
     Yes _____       No ___X__

              Not currently although we are in the process of reviewing a test MARCIVE tape.

          a. If yes, what services are received, when started, from what vendor, and what is
             their frequency?

          b. If the library receives catalog record loads, are the records checked against
             depository receipts? Yes _____          No _____

2.13 Is the processing of depository receipts integrated into the processing unit for other
     library materials? Yes _X____         No _____

2.14 To note any missing shipping lists, the library:

     ___X__ keeps shipping lists in order
     ___X__ keeps a shipping list log
     ___X__ keeps shipping lists for five years

2.15 How are missing shipping lists usually obtained?

     _X__    nearby depository
     _____   Regional library
     _X__    U.S. Fax Watch
     _____   contacting LPS
     _____   Federal Bulletin Board
     _____   not obtained

2.16 Are shipping lists checked against shipments, ensuring that all selected items in that
     shipment have been received?Yes __X___ No _____

2.17 Are claims regularly made within the 60-day claim limit? Yes ___X__ No _____

          a. If no, why not?

          b. Note methods used for claiming to GPO:
             _______ Fax
             __X___ Mail

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           c. What percentage of claims are filled?

               52% are answered, and 38% are filled. Claims not filled by GPO are often
               routed to the Documents Expediting Project.

2.18   Are all SuDocs classification number corrections made routinely and expeditiously?
       Yes _____    No _____        N/A ___X__

           a. If no, why not?

2.19 How is the item selection/deselection history maintained?

           __X___ Item Cards
           __X__ Item Lister
           _____ Database File

           a. What database file program is used?

2.20 How does the library verify item selections?

           ___X__ Item Cards
           ___X__ Item Lister
           _____ Other
           _____ Not verified

2.21 Is there a written procedures manual or other appropriate documentation?
     Yes __X___       No _____

           a. If yes, when was it last reviewed or revised?
                  Serials Records Processing Manual: August 1997
                  Documents Center Processing Manual: 1999

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3. Maintenance

In this section you will describe the policies and practices that your library observes to
maintain the depository materials and facilitate physical access for public use.

3.1   Does a written binding policy for documents:

      ___X__ exist and is equal to (or better than) the general library binding policy?

      Federal government documents which are considered permanent additions to the collection
      shall be bound. Periodicals and census reports will be bound prior to their transfer to the
      stacks. Annuals, monographic titles, and monographic series with paper covers will be
      bound through library-wide stacks maintenance or circulation procedures when the binding
      integrity is compromised.

      Exclusions include:

               Second copy of a title when the first copy has been bound
               Incomplete looseleaf services
               Titles which exceed the 2" limit and cannot be split
               Titles with narrow margins
               Pamphlets of a temporary value

      When a title cannot be bound for physical reasons, it will be placed in an acid-free box.

       Missing issues of serial titles are claimed through the Documents Expediting Project
      before being sent to the bindery. If a missing issue cannot be replaced, any microform
      equivalent to the issue is noted in the printed volume.

      _____   exist but is inferior to library binding policy? Describe.
      _____   exist but is a decision not to bind?
      _____   not exist?
      _____   exist but not adhered to? Describe non-adherance.

3.2   Does a written replacement policy for lost or damaged documents:

      __X__ exist, and is equal to (or better than) the library's replacement policy?

       Missing federal documents are difficult to replace due to their short in-
       print status. Paper replacements are seldom sought if the item is duplicated in
       another campus library or available on silver-halide microfiche (American
       Statistics Index or Congressional Information Service collections). The Preservation Unit
       routinely initiates replacements for brittle or damaged materials.

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       Replacements for missing items may be sought through the Documents Expediting
       Project, Government Printing Office, an individual government agency, Needs and Offers
       List, out-of-print dealers, microform publishers, or in-house photocopies of non-
       copyrighted titles borrowed through Inter-Library Loan.

       Replacements are sought for brittle or damaged material if the item is unique, popular, or
       historically valuable. The Preservation Unit consults with the Documents Center staff
       and inaugurates the process. Replacements are obtained through purchase, microfilming,
       or digitization.

      _____ exist, but is inferior to the library's replacement policy?
      _____ exist, but it is a decision not to replace?
      _____ not exist?
      _____ exist but not adhered to? Describe non-adherance.

3.3   Explain any strategies used to acquire replacement copies of depository documents,
      e.g., purchase from GPO, contacting agencies, "Needs & Offers" lists, etc.

      For missing items:

               Documents Expediting Project, Government Printing Office, an individual
               government agency, Needs and Offers List, out-of-print dealers, microform
               publishers, or in-house photocopy of non-copyrighted publications borrowed
               through Inter-Library Loan. The Public Health Library also receives donations
               from researchers and faculty.

       For damaged items:

               Out-of-print dealers, microform publishers, in-house microfilming, in-house

3.4   Are depository discards done in conformance with the Instructions to Depository
      Libraries, the law, and Regional library instructions or submitted to the Library of
      Congress Exchange and Gift Division? Yes __X___            No _____

           a. Note the response time for Regional approval. Approximately 2-3 months.

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3.5   The Regional library service for discarding is:

      __X___ used regularly. Note frequency _____Monthly__________
      _____ not used because of lack of staff or time.
      _____ not used because library strives for completeness.
      _____ not applicable.

           a. If not used, why not?

3.6   Are superseded publications withdrawn according to the Superseded List and
      "Updates to the Superseded List?" Yes __X___ No _____

      The University of Michigan Library is an archival collection so a small percentage of
      publications appearing on the Superseded List are withdrawn. Candidates for withdrawal,
      whether in the Graduate Library or divisional libraries, are routinely checked against the
      Superseded List for permission to withdraw.

           a. Are there retention notes on the check-in record that allow for their efficient
              removal?      Yes ___X__ No _____

               When a proactive decision has been made to withdraw a particular title.

           b. If retained, are they identified on the spine or cover as superseded?

               _____ yes
               _____ no, but kept for reference/Regional use
               _____ occasionally
               ___X__not at present

                1) If not, why not?

               Most of the publications were cataloged prior to the introduction of the 100+ page
               superseded list. Making notes on catalog records is an inefficient use of staff time
               unless we plan to withdraw a particular title on a regular basis.

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3.7   Is the depository collection protected from unlawful removal of publications:

      __X___ 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.

               Tattle tape. The Stacks Office tattle tapes all new printed monographs and large
               serials.. The Documents Center selectively tattle tapes new printed publications,
               and it began to tattle tape all new CD-ROMS in December 2001. The Circulation
               Desk tattle tapes any publication it handles that had not previously been tattle-

      _____    less well than the rest of the library's collection?

3.8   Does the library consistently remove all packing materials from depository receipts,

      __X___ plastic wrap from paper items?
      __X__ rubber bands from microfiche?
      __X__ mailing tubes from maps?

3.9   Does the library routinely update and interfile changes to its loose-leaf depository
      selections so the material is immediately available for patron use?
               Yes _____ No_____ Other ____Varies___

               Graduate Library Staff in the Stacks Office and Media Union routinely interfile
               looseleaf services. The Documents Center has de-selected looseleaf services over
               the past ten years either because it did not have the staff to interfile them or
               because the library was receiving the supplements without the main volume. The
               conversion of many of these titles to the internet or CD-ROM has been welcomed.

           a. What resources are allotted to this task?

               Sufficient staff time in the Stacks Office and Media Union.

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3.10 Which of the following methods are used to effectively maintain shelves, and to what

                                None        Minimal      Moderate        Extensive
  Labeled pamphlet boxes                                 X
                                                         for Congres-
  Notebooks                                 X
  String-tied binding                       X
  Vertical file cabinets                    X
  Slotted shelves               X

3.11 Are appropriate storage facilities in the library used to preserve depository holdings?

       Microfiche metal cabinets            Yes __X___      No _____
       - other - covered acid free          Yes _____       No __X___
       Maps - metal cabinets                Yes __X___      No _____(either metal or wood)
       - other - covered acid free          Yes __X___      No _____
       Map encapsulation                    Yes __X___      No _____     N/A _____
       Archive/"Phase" boxes                Yes __X__       No _____
       CD-ROM metal storage cabinets        Yes __X__       No _____
       - other - covered acid free          Yes _____       No _X____
       Shelves braced if appropriate        Yes __X___      No _____
       Compact shelving                     Yes __X___      No ____ (Buhr storage facility)

3.12 Indicate the classification system(s) used for all depository collections in your library
     and estimate percentages of documents classified in each classification system:

     SuDocs                   _25__% (Congressional, 1973+, and most microfiche)
     Library of Congress      _70__% (Most federal documents)
     Dewey                    _____%
     Other                    __5__% (Pamphlets by item number)

3.13 What materials, e.g., microfiche, periodicals, reference, etc., are integrated into non-
     SuDocs classifications?

     Almost all printed publications with the exception of pamphlets and Congressional
     hearings/committee prints are integrated into non-SUDOCS collections.

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3.14 Are some documents sent to another location, e.g., off site storage, reference, branch
     libraries, etc.? Yes __X___ No _____

If yes, where are they housed?

               Most Department of Energy, NASA, NUREG, Department of Transportation,
               and EPA publications are sent to the Media Union (Engineering/Architecture)
               Library. Maps are sent to the Map Library. The Public Health Library collects
               most Dept. of Health and Human Services publications. Material on geology,
               fisheries, and forestry are located in the Science Library. The remainder are
               normally housed in the Graduate Library.

               The Graduate Library and divisional libraries house many older materials, less-
               used materials, in the Buhr Storage facility. The Buhr location is noted in the on-
               line catalog, and authenticated library users can order their retrieval from Buhr to
               any library while looking at the on-line record.

            a. How quickly can they be retrieved?

               Materials located in divisional libraries can be retrieved immediately. The Buhr
               Storage facility is open to the public five days per week and on Saturdays when
               there is no home football game. Remote retrieval time ranges from 6 to 24 hours,
               depending on the time the request was made.

3.15 Are shelf maintenance policies established and actively followed?
     Yes __X___     No _____

     If shelf maintenance policies refers to complete inventories, the answer is No. If it refers to
     good shelving practices (e.g. use of acid free boxes, bookends, etc.) and shelf-reading, the
     answer is certainly yes.

                 1) Who provides?
                 2) How often?

               The Documents Center, Science Library, and Media Union Library conducted
               inventories of their collections prior to their respective moves in 1995, 1995, and
               1996. Missing reports stimulated by patron request are always pursued.

The systematic inventories conducted through the 1980s are more difficult due to the elimination
of shelf-list cards in favor of online catalogs and diverse job responsibilities created by electronic
dissemination of information.

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                                                   Federal Depository Library Manual – Supplement 3

shelf readings
                  3) Who provides?
                  4) How often?

                 The Graduate Library Stacks Office and staff in most campus libraries conduct
                 shelf readings as time permits.

If no, why not?

3.16 Are documents included in the library's major preservation and restoration activities
     (e.g., binding, encapsulating, materials moved to climate controlled areas)?
     Yes _X___        No _____

                 Government documents are routinely incorporated into our preservation program.
                 The government documents coordinator has the option of choosing the type of
                 preservation: binding, encapsulating, moving materials to a climate-controlled
                 storage area, printing, or replacing. The University Library has received
                 numerous grants for preservation filming, including 19th Century economic and
                 political science materials. Brittle or tattered publications found through normal
                 stacks maintenance are taken to the conservation unit. A new digital preservation
                 program is being inaugurated in 2002, in part due to the success of the Making of
                 America project.

3.17 Note any major preservation problems (e.g., excessive dust, mold, etc.) and efforts at
     preserving materials (e.g., spraying for insects, oiling bindings, etc.).

                 Dust, mold, and food are challenges for all libraries but not to excess since the
                 Preservation Department monitors conditions. The opening of a new section of
                 the Buhr Storage facility in 1997 enabled the Graduate Library to transfer a
                 significant number of older materials and to shelve all Graduate Library materials
                 in a proper manner. The floor shelving noted in the 1994 inspection report has
                 been eliminated.

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3.18 Does the library have a response plan for disasters?        Yes ___X__       No _____

If yes, is the depository collection included
                in the plan? Yes ___X__ No _____

           a. If yes, is it reviewed regularly?     Yes ___X_      No _____

               The disaster plan for documents relies on the Library's major microform sets
          by insurance) to replace the most important print material if the latter or both are
               damaged. Recovery efforts in the Documents Center itself are directed toward
               irreplaceable print series and monographic CD-ROMS.

4. Human Resources

In this section describe staffing levels and responsibilities for the depository collection.

4.1   Has a person been designated to coordinate depository activities?
      Yes _X___ No _____

           a. Is this position currently filled? Yes __X__         No _____

           b. If no, why not?

           c. Documents librarian has been in position since 1975 as federal
                   depository coordinator, 1969 as documents librarian, 1989 as unit head

           c. Documents coordinator's education:
                   B.A. History, Wayne State University, 1968
                   A.M.L.S., University of Michigan, 1969

           d. To whom does this person report?
                    Coordinator for Access and On-Site Services

           e. Hours on reference desk per week:
                    4-6 hours officially; up to 10 additional hours in off-desk reference

           f. Hours spent on depository responsibilities:
                    Approximately 34 if depository responsibilities includes reference and
                    instruction using all federal materials

           g. Does the coordinator also have responsibilities in areas other than Federal
              Documents? Yes __X___ No _____

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                                                 Federal Depository Library Manual – Supplement 3

           h. If so, what are the duties and how many hours weekly are devoted to these

                       Coordinator of Documents Center (incorporates state, intl, and some
                       foreign documents), political science selector and departmental liaison. 6
                       hours per week.

4.2   Is there a Documents assistant(s)? Yes _____          No __X___

           a.   Is this position currently filled? Yes _____    No _____
           b.   Assistant(s) hours a week on depository duties:
           c.   Has been in this position since __________
           d.   Hours on reference desk or devoted to other responsibilities per week:
           e.   Other responsibilities:

           Federal depository processing is integrated into Technical Services. The acting head
           of Serials Records directs the receipt, claims, and initial processing of federal

4.3   Number of FTE staff devoted to depository operations based on a 40-hour work

           Librarians __1.8___     Support staff _1.5 ____ Other (students, etc). _1.1___

           These figures include estimates of depository time from the Documents Center and
           the documents acquisitions activities within Serials Records as well as estimated time
           spent on depository issues within the Map, Public Health, Science, and Media Union

           The figures vary from the 2001 Biennial Survey, which reported 3.1 librarians, 4.8
           support staff, and 1.8 student staff. Those estimates included Monograph and Serials
           Cataloging, which are integrated into the library system. While the Documents
           Center and divisional libraries spend considerable time retrieving government
           information, the time handling federal depository materials has diminished. This is
           due in part to dramatic reductions in the federal depository program (69,000 tangible
           pieces in FY 1992 and only 14,000 in FY 2001) and in part due to greater reliance on
           the internet and non-government sources of government information.

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4.4   Is the depository operation an independently administered unit?
        Yes ___X__ No _____

           a. If "No," with which area(s) is documents associated?

               _____ Acquisitions
               _____ Administration
               _____ Cataloging
               _____ Reference
               _____ Special Collections
               _____ Subject Collection (e.g., social sciences)
               _____ Other (specify)

           The Documents Center, which maintains liaison with the Government Printing
           Office, is a separately-administered public service unit reporting to the Head of
           Access and On-Site Services. The receiving unit is associated with the Serials
           Division, which is part of Technical Services.

4.5   Is there sufficient staff to address basic depository responsibilities?
        Yes __X___ No _____

           a. If not, what duties are not being performed and how would a desired
              increase in staffing aid the depository operation?

               Until the MARCIVE tapes are tested, we simply will not know whether we have
               sufficient staff to create piece records for all microfiche and pamphlets. All other
               basic depository responsibilities are covered.

4.6   Has depository and/or library staff been cross-trained so that any staff member, if
      necessary, can do depository technical processing, etc.? Yes __X___       No _____

           a. If yes, describe:

               Staff have been cross-trained for serials cataloging and recording.

4.7   Describe on-going efforts to inform public service staff about depository publications,
      electronic media or related issues affecting service to the depository collection.

               The documents librarian has spoken at periodic public service forums and
               Technical Service meetings on the issues raised by GPO's electronic
               dissemination policies. She maintains e-mail and telephone contact with the
               nodal libraries (Media Union, Public Health, Science, and Map) about new
               developments and answers their questions about individual titles.

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4.8   How does the library administration support professional or para-professional staff
      training, workshops or depository-related meetings?

      The Library provides partial funding for two general conferences per year. Application is
      made to a travel committee, which determines the level of financial support based on a
      variety of factors, including degree of participation. Specialized conferences directly
      related to one's job usually receive higher financial support. Staff are especially encouraged
      to attend state-wide meetings.

4.9   Do depository staff members regularly participate in the following activities:

            Local depository group (name)             Yes _____ No _____When?
            State GODORT                              Yes __X___ No _____When?
                                                            Once or twice per year
            ALA GODORT                                Yes __X___ No _____When?
                                                            Twice per year
            GPO Interagency Seminar                   Yes __X___ No _____When?
                                                            New staff
            GPO Federal Depository Conference         Yes __X__ No _____When?
            AALL (American Association of Law Libraries) Yes _____ No _____When?

            Other: Support has also been given for regional depository programs, Michigan
                   depository programs, subject-specific documents seminars, campus-
                   sponsored training programs, and conferences where the documents librarian
                   is an invited speaker (Wisconsin and North Carolina Library Associations,
                   Federal Conference on Statistical Methodology, Association of Public Data
                   Users, International Conference on Government Information and
                   Technology). Full financial support is provided for meetings of the
                   Committee on Institutional Cooperation's Government Documents group.

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4.10 Noteworthy accomplishments of the documents staff (e.g., conference speaker,
     committee chair, publications):

              The Documents Center Coordinator (Grace York) is primarily responsible for the
     Documents Center web site (, which has received over
     22 awards and has been reviewed in numerous periodical and newspaper articles. She has
     been speaker at several recent conferences, including Association of Public Data Users,
     Federal Conference on Statistical Methodology, International Conference on Government
     Information and Democracy, Federal Depository Library Conference, Wisconsin Library
     Association, North Carolina Library Association, Southeast Michigan Census Council,
     Michigan Department of Community Health, and ICPSR seminars. As a member of the
     ALA GODORT Government Information Technology Committee (1999/2001) she
     coordinated librarian participation in the choice of software for 2000 Census DVDs. She
     has represented the University to the Census Bureau’s State Data Center program since
     1981 and has created numerous tutorials for retrieving 2000 data Grace was the recipient
     of Paul W. Thurston Award (1995), GODORT Documents to the People Award (1998),
     Marta Lange Award (2000, political science bibliography).

              The Documents Center’s reference desk coordinator (Denise Schoene) served for
     three years on the Library Staff Advisory Committee. She frequently answers reference
     questions posed by the news media from across the country. Her web page, Afro-
     Americans and the Military, 1939-45 (
     is popular among historians and persons who fought in World War II.

              The map librarian (Karl Longstreth) chaired ALA’s Map and Geography Round
     Table, 1997/98. He has served as director of the University of Michigan’s China Data
     Center since 1996, a contributor to the Electronic Cultural Atlas, and the University’s
     representative to the University Consortium for Geographic Information Science.

              The map assistant (Tim Utter) has nine years of map experience and is considered
     an outstanding bibliographer for rare and special materials.

5. Physical Facilities

In this section describe the library building and its equipment associated with the U.S.
depository collection.

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                                                 Federal Depository Library Manual – Supplement 3

5.1   Indicate which of the following are used in the library:

       __X___ open stacks
       _____ closed stacks
       __X___ compact shelving (off-site storage only)
       __X___ vertical file cabinets
       __X __ on-site or off-site storage

5.2   Does the library have sufficient shelf, file, and cabinet space to properly house
      existing depository documents holdings? Yes ___X__           No _____

The Library has sufficient shelf space to house all print collections. The most frequently-used
reference materials are located in the Documents Center; lesser-used materials are kept in the
stacks or Buhr Shelving Facility. Microforms and filing cabinets are becoming full, but they are
able to hold all GPO items at present. New microfiche cabinets are now on order.

               The Media Union and Science Library have new facilities.

           a. If not, explain.

5.3   Assuming continuation of present growth rates, give your best estimate of the
      depository's growth space, for the following formats (in years):

               paper             ___5__
               microfiche        ___5__
               maps              ___5__
               CD-ROM            ___5__

               The library system will find a way to accomodate what it needs to maintain,
               whether through selective retention of paper copy, buying higher-capacity
               microfiche and map cabinets, or sending additional material to off-site storage,

5.4   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? Yes __X___        No _____

           a. If not, why not?

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5.5    Using the following list as a guide, describe the computer equipment available to
access the FDLP electronic collection:

           a. Staff personal computers (note general type, number of computers, printers,
              i.e., 486, Pentium, etc.).

               Documents Center – Three Pentium II-IV. Three have zip drives, two have DVD
               drives, and two have CD-RW drives. One MacIntosh with CD drive and zip
               drive. Among the staff: one laser printer; one color printer, and two networked
               public laser printers.

               Map Library – Four Pentium staff computers networked to public printers in
               Map Library; one black and white, two color, and one large-format.

           b. Does the public have unmediated access to the Internet and CDs?
              Yes ___X__ No _____

               No fee. No authentication currently required. No filtering software except for
               anonymous e-mail services.

           c. Specify equipment dedicated for depository CD-ROMs and on-line services
              and describe work station configurations. Specify RAM capacity, clock
              speed, microchip class and type of printer.

               Documents Center

                Five Pentium workstations (Gateway E-3200): 7.5 GIG Hard drives; 128 MB
                 RAM; 550 MHz; zip drives; CD-ROM drives; three of five have six-disk
                 Pioneer CD-ROM changers

                Four Pentium workstations (Gateway E-3400): 7.5 GIG Hard drives; 128 MB
                RAM; 733 MHz; zip drives; DVD drives

                Two Pentium workstations (Gateway E-3400): 20 GIG Hard drives; 268 MB
                RAM; 1 GHz; zip drives; DVD drives; one has external CD-RW drive

                Documents Desk: One Pentium workstation (Gateway E-3200): 7.5 GIG Hard
                drives; 128 MB RAM; 550 MHz; zip drives; CD-ROM drives; replacement
                expected with Gateway E-3400

                Two networked Hewlett Packard Laser Jet 4100 DTW black and white printers;
                 Older color printer (HP Desk Jet 1600M) located in a staff office and can be
                 networked. Documents staff primarily relies on the Map Library for color

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                                     Federal Depository Library Manual – Supplement 3

   Map Library

    Six Pentium workstations. 20+ GIG Hard drives; 256 MB RAM. 733 MHz-1
     GHz. CD drives. Zip drives.

    Printers = one black and white; two color (12 x 18); large format color printer

d. Have you used FDLP “Recommended Specifications for Public Access Work
   Stations in Federal Depository Libraries?” Yes _X____No _____

e. List other equipment that supports the depository collection, such as
   microfiche readers and reader/printers, photocopiers, fax.

                           Documents Center

   FAX - located in Reference office; used frequently by the Documents staff

   MICROFORM -          Two microfiche/microfilm reader printers
                        One microfiche reader (no printer)
                        Microprint reader (no printer)

   PHOTOCOPIER - One in Documents Center
                 Four public photocopiers in room next to Documents Center

   DISPENSER -           In photocopier room next to Documents Center
                         Near elevators on second floor

   VENDING -             In Hatcher-Shapiro Connector

                              Map Library

  LARGE SCALE -          For printing large color maps generated by GIS

   LARGE SCALE           For copying large-scale printed maps

   FAX                   In Library Administration, on same floor

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5.6   Does the library have a strategic plan for acquiring computer equipment?
      Yes __X___      No _____

           a. If yes, explain.

               The Library has a four-year automatic replacement policy for public and staff
               computers. In addition, special equipment is added as needed, such as CD-RW
               and DVD drives and CD-ROM changes. Special equipment such as computers
               and large-format printers for mapping are available in the Map Library. A color
               printer is available in the Knowledge Navigation Center.

           b. If yes, will acquired equipment meet the latest recommended specifications
              for public access work stations? Yes _X____        No _____

5.7   Are there stable funding sources for:

           a. computer upgrades? Yes __X___ No _____
           b. printers?          Yes __X__ No _____

5.8   What software is available on public access work stations?

       __X___ browser (What brand?) - Netscape and Internet Explorer
       __X__ word processor - Wordpad
       __X___ Adobe Acrobat reader
       __X__ fire wall (from library web site only to commercial campus-licensed
                        web products)
       __X___ security (Fortres)

       Most workstations do use a security system (Fortres) to lock the hard drive against
       mischief. Staff routinely disable the security in order to run some of the CD-ROM
       programs or download data.

       Documents Center: Excel and Powerpoint VIEWERS, Hummingbird for ftp and e-mail,
       Adobe Acrobat, and the CITRIX viewer are available on all workstations in the
       Documents Center. The full version of EXCEL and WEBSTRACT are available on some
       Documents Center workstations. Were Microsoft Access necessary, we would let the
       patron use one of the staff workstations.

       Map Library: ArcView, ArcInfo, Photoshop, MS Office Suites, PC1, and image analysis

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5.9   All 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,

      __X___ ramp(s) or flat entrances into the library?
      __X__ elevators to all floors housing depository collections?
      __X__ stack-aisle widths in public areas at least 36" wide?
      __X__ computer workstations and carrels?
      __X__ equipment with assistive technologies for the physically challenged? (describe).

              Wheelchair access is possible from all areas in the Documents Center and Graduate
              Library reading rooms, including access to computer workstations. The Graduate
              Library has a general web-site describing services for patrons with disabilities at:
              (<http//>) The Graduate Library also has
              a study carrel for the disabled with a braille typewriter, located on 6S. Some of the
              stack areas are narrow and difficult to manage with a wheelchair. For this reason,
              the Circulation Department has a 'pull service' whereby staff will retrieve material
              from the stacks for patrons. The Library also has 7-Fast, a 'pull and photocopy'
              service, for a nominal photocopying charge. Documents Center staff have made
              arrangements for visitors with disabilities in the past.

              The University Library also has an adaptive technology computing site, located on
              the basement level of Shapiro Undergraduate Library (physically connected to the
              Graduate Library by a wheel-chair accessible ramp). This room has a voice-
              synthesized reading machine, braille reader, and other machines and furniture to
              help those with a variety of impairments. A description of the Adaptive
              Technology Computing Site can be found at: (

              The Media Union has additional computer equipment with various kinds of
              ergonomic keyboards and mice, big screens, listening devices, voice recognition,
              screen magnification, and scanners. The equipment itself is restricted to University
              of Michigan affiliates, but special arrangements could be negotiated for document
              transfer to central campus facilities should the situation ever occur..

5.10 Is there sufficient work space for depository library staff in a non-public area?
     Yes ___X__       No _____

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5.11 Is patron work space for using the depository collection usually available?
     Yes ___X__     No _____

           a. Indicate any times when patron work space is not available near depository

               Patron space is always available although it may be tight during final exam week
               and weekday afternoons during the July debate institutes.

5.12 Are depository operations situated in an environment that facilitates access to and
     usage of depository resources, in that it is well lighted, climate controlled, ventilated,
     neat, and clean? Yes __X___ No _____

5.13 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:

       Documents Center moved from 320 Hatcher to 203 Hatcher, immediately below its
                       former location, in 1995. The relocation consolidated public services
                        on the second floor and made government documents easier to find.
                        Relocation required elimination of a processing backlog and the
                        cataloging of United Nations sales publications.

       Science Library      consolidated the former Natural Science, Chemistry, Astronomy and
                            Mathematics collections on the third and fourth floors of the Shapiro
                            Undergraduate Library in 1995. A much cleaner environment and
                            easier for patrons to navigate.

       Media Union          moved in 1996 from a temporary facility on North Campus to a large
                            new building that combines the engineering and art/architecture
                            collections with high tech computer laboratories.Undergraduate
                            students living on North Campus use the building as an alternate
                            for the Undergraduate Library on Central Campus.

       Knowledge           created on the Graduate Library's second floor in 1997 is a drop-in
       Navigation          computer lab designed to help graduate students and faculty members
       Center              with individual projects such as scanning and manipulating text and
                           graphics, designing web pages and creating Power Point
                           presentations. Patrons may also transfer files and print color

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                                                 Federal Depository Library Manual – Supplement 3

       Faculty              created in the Graduate Library in 1997 as a computer training lab
       Exploratory          for faculty and graduate students. Walk-in assistance and seminars
                            are available each semester, including workshops on government-
                            related products: Statistical Universe, Academic Universe,
                            ARCVIEW, American Factfinder, and Census CD+Maps.

       Library             created on the fourth floor of the Shapiro Undergraduate Library in
       Computing           2002 for computer training. State-of-the art facilities, including 25
       Lab                 workstations, and the potential for internal networking of CD-ROMS.

       Grad Lib             created on the third floor of the Graduate Library in 1996 for
       Instructional        traditional bibliographic instruction and computer demonstra-
       Room                 tion. Used frequently by the Documents Center staff.

       Buhr                 a new wing opened in 1997, proving climate-controlled storage for
       Shelving             lesser-used materials. Materials may be requested on-line and are
       Facility             usually available in 24 hours or less. Buhr also has a reading room
                            open to all library users.

5.14   Indicate which safety mechanisms are permanently installed and fully functioning
       protect the depository collection:

              ___X__ smoke detectors
              _______ heat detectors
                        (no heat detectors per se but the sprinklers are activated by heat)
              ___X___overhead sprinklers

5.15   Describe all types and locations of signs, e.g., library-produced and GPO posters,
       signs, displays, floor directories, etc., that highlight and direct patrons to depository

       The Documents Center is easy to find. It is located on the second floor of the Graduate
       Library near the Information Center (reference desk), the center of the public service area.
       The Documents Center has a large sign over the entrance reading "Government
       Documents". The official GPO "Documents Center" sign is in the Center on the wall
       over the public access computers

       North Entrance – GPO logo on the door
                        a sign next to the stairway on the first floor points to the individual
                           public service; similar signs also appear in the two north elevators

       South Entrance - GPO logo on the door
                        printed stacks directories at the Circulation Desk show stack floors

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                            on one side and service floors (including Docs) on the other

5.15.1 Can a patron unfamiliar with the library easily locate the documents area or
       documents help desk?

       Yes, by using the signs described above, by using the Library's printed or online maps, or
       by asking at any of the public service points, such as the Information Center, the two
       Circulations Desks or the Microforms/Serials Desk. These desks are staffed nearly the
       entire time the library is open, usually from 8:30 am to 2 am. The door to the Documents
       Center is never locked so patrons have access to documents during all opening hours.
       The Documents Center Reference Desk is right inside the door of the Documents Center.

6. Public Service

In this section describe how the library delivers Government information to users.

6.1   Is free and unrestricted access to all depository resources provided to the general
      public? Yes _X ____ No _____

       Access is free and unrestricted to library buildings, depository collections, and reference
       staff. As of February 2002, libraries within the campus system also provide
       unauthenticated access to computer workstations. Should University authentication be
       required, library units serving depository collections will provide at least one workstation
       with alternative access to the public.

           a. If not, explain

6.2   Explain any restrictions on access to the depository collection, e.g.:

               Nights           Buhr Shelving Facility closed; material in remote storage may be
                                retrieved in advance for pickup at most campus libraries, which are
                                open in the evenings. ID required for Media Union, 10 p.m.-6 a.m.

               Weekends         Buhr Storage Facility closed on Sundays and Saturdays during
                                home football games; material in remote storage may be retrieved
                                in advance for pickup at most campus libraries, which are open on

               Exams            none; many campus buildings have extended hours

               Building         none

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                                                 Federal Depository Library Manual – Supplement 3

               ID required    Media Union, 10 p.m.-8 a.m.
                              Also required for materials on reserve at the Shapiro
                                     Undergraduate Library, but arrangements can be made for
                                     public access to depository documents.

               Age            none

6.3   How many hours per week is the library open?

      Graduate Library and Documents Center = 107 hours
      Map Library = 38 hours
      Media Union = 168 hours
      Public Health = 93 hours
      Science Library = 147 hours

6.4   How many hours per week is the library’s central reference desk staffed?

      The Information Center in the Graduate Library is staffed 102 hours per week.

6.5   If there is a separate service desk for documents, how many hours per week is it

      The Documents Center's reference desk is staffed 52 hours per week.

      Because so many government publications are available on the internet, questions asked of
      the Documents Center staff have dropped 60% since 1996. At the same time, the questions
      we do receive have risen in complexity and length. The bulk of the reference work is done
      through extended off-desk reference and research consultations on weekdays. The staff is
      experimenting with various combinations of public service hours. Daytime staffing is
      mandatory for the University; alternative evening and weekend hours for the general public.

      The Information Center staff is being trained to handle basic documents questions when the
      Documents staff is unavailable. Referral slips are routinely forwarded to the Documents
      staff for completion at the next opportunity.

6.6   Does your library have a written access policy for the depository collection?
      Yes __X___     No _____

           a. If so, attach a copy. Is it consistent with current practices?

               Incorporated in the collection development policy and attached. The policy is
               consistent with current practices, e.g. we attempt to serve everyone regardless of
               residence or University affiliation.

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6.7   Does the library have a written policy for Internet use that is consistent with GPO
      guidelines in Administrative Notes, January 15, 1999? Yes __X___           No _____

           a. If so, attach a copy.
                      Incorporated into collection policy and attached.The University does not
                      use filtering software. No authentication is currently required. E-mail is
                      only blocked to anonymous e-mail sites, such as Hotmail.

           b. If not, why not?

6.8   Are written public service guidelines for Government information in electronic
      formats in place following those published in Administrative Notes, September 15,
      Yes __X___      No _____

           a. If so, attach a copy.
                      Incorporated into collection policy and attached.

           b. If not, why not?

6.9   Does the library have any policies and, especially, does it post any signs that may have
      a "chilling effect" or could be misunderstood by anyone not familiar with the library?
      Yes _____        No __X___

           a. If so, describe.

               “Electronic Security Device in Use” is posted under the depository logo at the
               South Entrance. This is much more likely to be ignored or cause a chuckle than a
               chill. The "electronic security device in use" sign is in place because 3M, to avoid
               liability and to comply with recommendations of the US Dept of Health and
               Human Services' FDA "Center for Devices and Radiological Health", requested
               that all customers post them near their electronic exit gates.

6.10 Is the depository emblem posted on or near all entrance doors of the library and
     selective housing site(s), if applicable? Yes __X___     No _____

               Posted on the front and back doors of the Graduate Library, which is the main
               facility housing the Documents Center and Map Library. Not posted in other
               divisional libraries because the facilities are shared. The Public Health Library is
               considering use of the emblem as a result of the self study.

           a. If not, explain.

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6.11 Does the library offer comparable reference and other services to the "general
     public" as well as to its primary users (faculty, students, etc.)? Yes __X___  No

          a. Note any discrepancies, i.e., "priority" services for its own college students,
             lawyers, etc.

              Documents services for the general public, regardless of residence, are
              comparable to those for University clientele. There are a few exceptions. Priority
              in e-mail reference is given to University clientele and alumni, followed by
              Michigan residents, followed by all others. The library does not circulate
              publications to the general public without a paid library card, and it does not
              initiate Inter-Library Loans for them. However, it will loan materials to their local
              public libraries on Inter-Library Loan.

6.12 Describe how the library provides reference services for documents:

     __X__A separate reference desk for documents
     _____ A combined desk for general reference and documents reference
     __X__ Multiple subject department reference desk including documents
     _____ Other

6.13 Describe levels of expertise of those providing reference service with the depository

     The Coordinator of Documents has 32 years of experience in legislative and statistical
     reference, bibliographic verification, United Nations material, and political science. The
     International Documents librarian (7 years) is a specialist in the Middle East, Canadiana,
     and CD-ROMS. The Documents Desk Coordinator (10 years) is a specialist in
     bibliographic verification, serials, federal legislation and health issues. Also working in
     Documents are the economics/public policy librarian (2-1/2 years) and a collection
     specialist who formerly served as a federal depository librarian (3-1/2 years) in
     Massachusetts. All staff are familiar with Census data.

     The Documents Center Reference Desk is staffed by student employees on four evenings
     per week. All students are given basic instruction by the Documents Center staff and
     encouraged to refer questions they cannot answer. Several members of the Information
     Center staff have experience with government documents or received some training in
     library school.

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     The Map Librarian has 12 years experience and is a known expert in GIS. The map
     assistant has 9 years of experience. The Numeric Data Librarian was formerly the ICPSR
     representative at Yale and has a total of 25 years of experience. All staff at the Media
     Union are expert in patent searching and locating NASA, DOE, and EPA documents. One
     Media Union Librarian (Leena Lalwani) attends the patent training session each year. The
     Science Library has subject specialists in mathematics, physics, astronomy, chemistry,
     geology, biology, natural resources, and statistics. Because its collection is integrated, staff
     are cross-trained to locate government documents.

     The Head of the Public Health Library has a master’s degree in Public Health. The head of
     collections in Public Health recently chaired the Public Health/Health Administration
     Section of the Medical Library Association. The professional staff takes continuing
     education coursework.

6.14 Describe any depository cataloging efforts to enhance access.

           a. Are Federal Government Internet sites included in the library's on-line

               All federal internet serials are in the process of being cataloged. We hope to
               add monographic titles through MARCIVE.

           b. If there is an on-line catalog is it networked with other libraries?

               Although there is no union catalog similar to DALNET, there are links on
               Michigan's web catalog to local area libraries and CIC (Big 10+) libraries.
               CIC library catalogs may also be searched as a group. Michigan also participates
               in OCLC.

           c. Note any other libraries on the network that are depositories.

               Although there is no union catalog, the University of Michigan Law Library,
               Eastern Michigan University, Wayne State University, and CIC (Big 10+)
               are linked from Michigan's web catalog. All are federal depositories.

           d. Does the library's on-line catalog have dial-in or Internet access?


           e. Is the catalog a shared database with other libraries?

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                                                 Federal Depository Library Manual – Supplement 3

6.15 Circulation of documents is not required. However, for information purposes,
     indicate which documents may or may not circulate. Explain how a public patron can
     borrow documents from the library.

              Circulate to:    Primary Clientele             Public
                                 Yes       No          Yes            No
              Paper           X (most)                           X
              Microfiche                X                        X
              CDs             X                                  X
              Maps            X (some)                           X

     Most printed documents (except for reference materials), CD-ROMS for which we do not
     have software, geological and hydrologic maps, and some atlases circulate to our primary
     clientele. These same items can by borrowed by public patrons through Inter-Library Loan.
     Special arrangements could be made for copying depository microfiche were the request to

6.16 What is the level of staff knowledge of area depositories to make informed referrals?

          a. To what other depositories and for what types of depository materials do
             staff most often refer users?

              Staff most often refer users to our regional depository, the Detroit Public Library.
              The Documents Center staff refer geneaology questions to the Library of
              Michigan or Detroit Public Library, agricultural questions to Michigan State
              University, and difficult legal questions to the U-M Law Library. Patrons using
              our e-mail reference service are sometimes referred to their nearest depository or
              the depository most likely to have the item number they need.Although the Media
              Union Library is a patent depository, it refers some questions to the Detroit Public
              Library. Questions regarding the Fermi II Nuclear Plant would go the Monroe
              County Library System.

          b. What union lists, directories, or area networks are used to make referrals?

              The GPO Access Federal Depository Library Locator, the Library of Michigan’s
              list of depositories, OCLC, individual on-line library catalogs, Documents Data
              Miner, and personal knowledge.

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6.17 Describe the library's promotional activities for the depository collection and services.

                 The most effective promotional tool for the Documents Center is its web site
                 <>. The web site was created in 1995 as a
                 reference tool for the Documents Center staff, a platform for bibliographic
                 instruction, and a service for identifying Documents in the News. The site was
                 accessed 40 million times (including graphics) in FY 2001. It has received 22
                 web awards and been reviewed in numerous magazines and newspapers, including
                 the New York Times, Washington Post, Los Angeles Times, and Time Magazine.
                 USA Today designated Elections 2000 as a "Hot Site" in 2000 and America's War
                 Against Terrorism a "Hot Site" in 2001. E-mail reference suggests the site is used
                 internationally and occasionally by foreign governments. The University of
                 Michigan was the lead depository site providing referrals to GPO Access in the
                 last fiscal year.

                 The Documents Center conducts an active program of bibliographic instruction
                 (15-25 per year) for classes in political science, natural resources, urban planning,
                 education, public health, social work, and several other fields. The University's
                 public relations department directs some newspaper inquiries to the Documents
                 Center for background and assistance. Staff have dedicated FY 2002 to campus-
                 wide and state-wide training on American Factfinder and the Census 2000 DVDs.
                 Seminars include: Michigan Federal Depository Librarians, Southeast Michigan
                 Census Council, and Michigan Department of Community Health. During
                 2000/2001 it hosted two groups of Russian librarians interested in the federal
                 depository library program.

                 In addition to bibliographic instruction, the Map Library conducts frequent tours
                 for school groups, community groups, and the Michigan Map Society.

                 Public Health Library staff have conducted training sessions for the Local Public
                 Health Professionals in Genesee County, the Metropolitan Detroit Medical
                 Group, the Detroit Reach Project, and the Medical Library Association. Most
                 sessions covered health statistics and public health government resources on the

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6.18 Does the library have a Web home page?              Yes __X___         No _____

           a. If so, provide the URL:

               Library =
               Documents Center =
               Map Library =
               Media Union =
               Public Health =
               Science =

           b. Does it provide links to GPO Access? Yes __X___               No _____
           c. To the FDLP Electronic Collection? Yes __X__                  No _____

7. Cooperative Efforts

In this section describe how the library works with GPO and other depository libraries to
ensure the effective functioning of the Federal Depository Library Program.

7.1   How does the depository staff stay knowledgeable of GPO's current guides and

      The depository staff read them initially and consult them as questions arise. The most
      current editions appear on the FDLP Desktop. One of the Documents Center’s web pages
      ( links to many of them.

7.2   Administrative Notes is routed to:

      Documents Center. The documents librarian reads the contents while reformatting the web
      version for the University of Michigan server and notifies divisional librarians or Technical
      Services of significant new developments.

7.3   Technical Supplement is routed to:

      No longer issued in paper. The documents librarian reads the contents while reformatting
      the web version for the University of Michigan server and notifies divisional librarians or
      Technical Services of significant new developments.

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7.4   Describe the library's cooperative efforts with other depositories and GPO on the
      local, state, and national level.

      NATIONAL:       Maintain the GODORT Handout Exchange
                      Coordinated GODORT GITCO's Beta test of the Census Bureau's
                             GO 2000 software; took the lead in creating a tutorial for both
                             the DVD and American Factfinder
                      Created a detailed template of depository CD-ROM documentation
                             for the CIC libraries. Worked with Carolyn Kohler of the
                             University of Iowa in establishing the GODORT CD-ROM +
                             Documentation Project. Contributed monies from the
                             Documents to the People Award to this project.
                      Spoke at the Federal Depository Library Conferences in 1994 and 1998.

      GPO:            Created a web version of GPO Administrative Notes from e-mail
                      messages in September 1995. <
                      govdocs/adnotes.html> Although never formalized, this was
                      GPO's first cooperative project.

      STATE:          Founding member of GODORT-Michigan in 1978, vice president
                      president 1985/86, chair of the Paul Thurston Award Committee, 1991/94,
                      maintain the organization's e-mail reflector.

                      Served on the Michigan Council of Federal Depository Librarians (early
                      1990s) and previously on its standards committee (1980s). Occasionally
                      speak at a meeting or conduct a training session.

                      The University of Michigan is the only library in the state to collect the
                      ASI/SRI/IIS microfiche as well as to retain older paper hearings so the
                      collection is a resource.

       LOCAL:         Cooperate with Eastern Michigan University and the University of
                      Michigan Law Library in selection of depository publications, as
                      specified previously.

7.5   Describe cooperation with the Regional library.

      Detroit Public Library staff, especially Cass Hartnett and Paula Kaczmarek, have been
      extremely helpful in preparing our staff for depository inspections and self-studies. Paula
      and Ann Sanders (Library of Michigan) conducted a series of self-study seminars in 1999.
      They have processed disposal requests in a timely manner. Staff from the DPL's
      departmental libraries have offered us non-depository material they had planned to discard.

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7.6   Note any depository-specific projects, such as state plans, union lists etc.

      The state plan is written by the Michigan Council of Federal Depository Librarians with
      input from all depositories. The University of Michigan has attended meetings and
      participated in the process.

      Under Paul Thurston's leadership, Michigan was one of the first states to have a union list
      of microform sets. Union lists seem no longer necessary due to Documents Data Miner and

7.7   Is there a local documents group (give group names, acronyms, frequency of meetings,
      name of newsletter, if any).

      There is no local group.

7.8   Does the library borrow documents from other libraries for library users?
      Yes __X___      No _____

           a. Is this service available to all user groups? Yes _____ No __X___

          Inter-Library Loan is available to all students (graduate and undergraduate), faculty and
          staff of the University of Michigan. Even though we identify a publication's location
          for the general public, the patron is referred to his/her local public library for the Inter-
          Library Loan process.

7.9   Does the library lend depository documents if requested, either originals or
      photocopies, on interlibrary loan? Yes __X___ No _____

           a. Note any exceptions

               We only loan those publications which would circulate to our own clientele:
               primarily paper monographs, serials older than five years, and CD-ROMS for
               which we have no software.

7.10 Note any cooperation through electronic discussion lists (e.g., state discussion groups,


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7.11 Has this depository assisted or volunteered to help GPO with special projects
     Yes __X___      No _____

           a. If yes, describe:

         Represented the Government Printing Office at the International Conference on
         Government Information and Democracy in St. Petersburg, Russia, May 2000. A
         series of unusual events prevented GPO staff from attending. Delivered GPO’s
         presentation as well as my own on the federal depository library system. The
         conference was co-sponsored by the State Department and included visits to five
         libraries in St. Petersburg and Moscow.

         One product of the presentation, Federal Depository Library Program
         (, was used by GPO staff to train
         new government documents librarians at a subsequent Inter-Agency Seminar.

         We continue to maintain an indexed version of GPO Administrative Notes and
         the Technical Supplement on the Documents Center web site at:
         <> The GPO version of
         Administrative Notes is not indexed, and the U-M version of the Technical
         Supplement is a little easier to use for selection projects.

7.12 Is the depository partnering with a Federal agency and GPO to produce permanent
     public access to electronic Government information? Yes _____ No ___X__

           a. If yes, describe:

           The University of Michigan volunteered to archive the Census Bureau's web
           site in 1999 and 2000 but the Census Bureau declined the offer, deciding to archive its
           own material.

7.13 Do depository staff assist members of the general public in borrowing documents
     from a Regional or another library by:

           a. Doing ILL transactions for general public patrons?
              Yes _____    No ___X__

           b. Giving citation, referring to public library to complete ILL?
              Yes __X___ No _____

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7.14 Describe how you most often communicate with other depository librarians (e.g.,
     meetings, GOVDOC-L, state electronic discussion group, phone):

     We most often communicate with other depository librarians through GOVDOC-L,
     GOVDOC-M, and the Michigan Depository Librarians mail reflector, followed by both
     national and state meetings.

7.15 If a problem/question arises with depository operations or depository receipts, who is
     consulted and by what means (e.g., askLPS, Regional librarian, GPO, GOVDOC-L,
     state electronic discussion group)?

          a. What problems have been addressed?

              The answer and source depends on the problem. Depository operations questions
              are usually addressed to the regional librarian. This would include disposal lists,
              compliance the GPO guidelines, forthcoming inspections and self-studies.

              AskLPS questions aren't always answered so we will sometimes contact an
              individual at GPO about a distribution question with broad implications.

          b. How often are outside resources used?

              _____ frequently
              __X___ occasionally
              _____ never


Discuss near-term and long-range goals of the depository operation.

       a. Discuss accomplishments the depository has made since its last inspection.

             The Documents Center moved from third to second floor of the Graduate Library
              in 1995. A more central and visible location.

             The Media Union moved from temporary housing to a new facility on North
              Campus in 1996. Area includes expansion room and state-of-the-art computer

             The Science Library was created in 1995 combining separate libraries for
              Chemistry, Natural Resources, Mathematics, and Astronomy. Reduced resource
              duplication and amplified library expertise.

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              Lesser-used segments of the Graduate Library collection were transferred to an
               off-site storage facility so the collection remaining in the Graduate Library is
               shelved appropriately.

              The pre-1993 documents processing backlog was eliminated.

              The recording backlog for cataloged microfiche serials was eliminated.

              Uncataloged depository microfiche were gathered from boxes arranged by item
               number and refiled in metal cabinets and arranged by Superintendent of
               Documents classification number

              The Documents Center web site was created in 1995. It was one of the first to
               completely integrate on-line information with traditional library reference and

              A numeric data position was created in 1998, and the library assumed ICPSR
               membership responsibilities on behalf of the University. Numeric Data Services
               provides in-depth assistance to students, faculty, and staff who need to manipulate
               microdata. Transfer of ICPSR membership from the Political Science
               Department widens the scope of likely users. The staff works in conjunction with
               the Documents Center, which filters many of the initial data requests.

              All printed publications in the Media Union (Engineering) Library were cataloged.

              An on-going project to catalog federal e-serials began in 2000.

              ICPSR inaugurated campus-wide IP access to its data sets in 2001. Many of these
               data sets are produced by the federal government.

              The Map Library expanded campus use of ArcInfo, ArcView, image analysis,
               vector analysis, and remotely sensed data. The University joined the University
               Consortium for Geographic Information Science.

              The Science Library engaged in retrospective collection development for serials in
               its water resources collection.

              The Library purchased an extensive number of campus-licensed web products
               related to government information (Congressional, Statistical, State and Academic
               Universes; World News Connection; FBIS Index; Declassified Documents;
               Digital National Security Archive; Webstract; CQ Weekly Report; National
               Journal Group; Leadership Directories, STAT-USA)

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      The University’s Health Sciences Libraries developed web pages on public health,
       health administration, nursing, dentistry, and genetics for Health Web

      The Public Health Library has conducted numerous seminars on health statistics
       and public health resources for the campus and community.

      Legislative hearings, GAO reports, EPA documents, and NTIS materials in the
       Public Library were cataloged. A majority of its microfiche are recorded in a
       searchable data base.

b. Discuss how current and projected library budgets may affect the depository

   After several years of growth, we expect that the collection budget will remain
   unchanged during the coming fiscal year. The need for additional budget cuts during
   FY2003 is uncertain..

   The Documents Center and Social Sciences Electronic Team do not expect to
   purchase many new campus-licensed web products. The Documents Center may
   discontinue its subscription to the bound Serial Set (now $13,000 per year) and bind
   the paper. Plans to purchase tangible copies of electronic-only documents may need
   to be scaled back although other options exist. Equipment purchases may also be
   reduced. Whether new staff will be needed or could be hired to create piece records
   for depository microfiche and pamphlets remains a question.

c. Indicate projects the library is engaged in or plans which will affect the
   depository operation.

     Migrate to a new integrated library management system (online catalog,

      Coordinate the services currently being offered by Numeric Data and the Map
       Library with a cutting-edge joint mission.

      Develop a print-on-demand service for collection development as well as
       the preservation-through-digitization program.

      Investigate means for creating piece records for depository microfiche and
       pamphlets, possibly through MARCIVE or a locally-created database (test
       MARCIVE tape mounted on February 7, 2002)

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               Complete a project to catalog on-line federal serials and inaugurate a project to
                catalog online federal monographs

               Further integrate Geographic Information Systems into the curriculm.

               Analyze monographic series in the water resources collection (Science Library)

               Create a procedure for purchasing or creating tangible copies of federal
                documents with current or long-term interest which are only being distributed in
                on-line format (Documents Center project; library school student began January

               Investigate means for more systematically maintaining and enhancing the
                Documents Center web site (library school student will experiment with statistics
                section in May 2002)

               Provide additional training facilities for the Public Health Library when the
                of Public Health is renovated.

         d. Note any subjective comments about the general direction and progression of the
            library's depository operation.

        The University of Michigan pushed the envelope early on, distributing economic and
Census data via e-mail before there were gophers; creating one of the first gophers for
government information; creating the first Congressional e-mail list on the internet, and creating
one of the first web sites for government information. It purchased Commerce Department
economic data and distributed it free-of-charge until STAT-USA provided free passwords to
depository libraries and most of the data was available free from the web sites of individual
government agencies. It suggested online publishing standards to government agencies in 1996
(APDU), CD-ROM publishing standards to government agencies in 2000 (Federal Conference
on Statistical Methodology), and provided the Census Bureau with meaningful input on 2000
Census DVD software.

        Closer to home, the Documents Center has been continuously reassessing its role within
the library system and academic community. Although the number of our reference questions
dropped 60% between FY 1996 and FY 2001, our web “hits” increased from 2.3 million to 40
million per year. The questions we do receive require are time-consuming and require a high
level of expertise. It is not uncommon to spend 90 minutes with one user. In the course of
question, we may use paper, microfiche, and internet. We may mount a CD-ROM or manipulate
data with Excel.

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                                                 Federal Depository Library Manual – Supplement 3

       At this point we are re-evaluating our mission:

        Specialized reference service, closer to the Map Library or a divisional library rather
         than the Graduate or Undergraduate reference desks. This may require training beyond
         the norm.

        Service point for campus libraries needing collection or reference assistance. Although
         Documents currently does both, it could do more proactive in assisting them with long-
         term alternatives to electronic conversion. Documents, Maps, and Numeric Data
         have combined forces on a few occasions to solve a divisional library problem, such as
         health data sets for an epidemiology course.

        Proactive collection development and preservation of government information. We can
         no longer assume that a depository item number we select will arrive in paper and last
         for 50-200 years. A library school intern is currently working with Documents to
         develop a system for identifying, obtaining, and preserving material we believe will be
         important 50 years from now.

        The issues identified in the 1994 inspection report were legitimate. The books are off the
floor, and the stacks now sparkle. The Map Library leak has been fixed. Backlogs have been
eliminated. We are working toward a solution for piece records.

        What the 1994 inspection may have missed was the vision maintained throughout the
library system. While the library may not have met every GPO guideline, it more than captures
the spirit of the depository library program by providing free, open, and quality public access.

2. Add any comments or information that has not been addressed.

            The self-study concept was created by the Depository Library Council to the Public
Printer rather than GPO itself. A baseline snapshot will be useful in years to come. In the
process of writing the study, we clarified some issues: passwords for Environmental Health
Perspectives, which divisionals need assistance with electronic conversions, and the like.

           Unfortunately, the self-study is twice as long and as detailed as it needs to be. For
example, Question 1.2 on the Basic Depository Collection is legitimate. The time answering
Question 1.13 on supplementary indexes could be reduced by rewording it in a more generic
fashion. The fact that missing shipping lists are obtained is more important than how they are
obtained. Exact configurations on all computer workstations are less important than meeting the
minimum requirements on one workstation. Completing the survey is known to require 30-40
hours, time borrowed minute-per-minute from public service and other depository work.

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            The Depository Library Council will determine whether the self-study concept will be
retained after the first survey is completed. If it is retained, we recommend that the questionnaire
be considerably shortened. In the interim, we ask that our colleagues still to be surveyed be
given an extra two-to-four weeks of notification.

           GPO has made great strides in a number of areas since 1994. The Federal Depository
Library Conference and tireless efforts to create a permanent electronic depository collection are
outstanding. The interface to GPO Access is vastly improved.

           We do, however, have concerns. The first is the long-term viability of the internet as
the sole means for distributing government information. Will GPO Access be available 20 years
from now? Will pdf be readable 50 years from now? Will the internet be replaced 100 years
from now? What type of planning has been made for the long, long term?

            A second concern, one we have oft-repeated, is the withdrawal of the Congressional
Record and bound Serial Set from distribution to selective depository libraries. Their ranks
include Harvard, Yale, Berkeley, Illinois, and Michigan, all libraries with a proven need for
historical material.

            A third concern is GPO’s handling of Serial Set subscriptions. The University of
Michigan had paid over $30,000 for the bound Serial Set (105th-106th Congresses, 1997-2000)
by July 2000. The first volumes began arriving in February 2002, but only after three claims
(mostly unanswered), an e-mail to the Superintendent of Documents, a fax to the Public Printer,
and a message on GOVDOC-L. The 73% increase in price for the 107th Congress is out-of-line
with commercial publishers. We realize the Serial Set is being handled by a different branch of
GPO, but if this essential depository document is removed from depository status, we hope that
the Depository Services Branch speaks on our behalf.

     Concerns from Divisional Libraries

           NIMA/NOAA maps should be consolidated into fewer mailing tubes. Unnecessary
            send 30 maps in a total of 10 tubes.
           There should be a more efficient way to replace maps damaged in the mail.
           Librarians need more rapid notification of titles that have ceased publication or
            changed format.
           Single, up-to-date bibliographic source for government information is needed. There
            is some confusion over the exact status of the NTIS bibliographic data base.
           Recent withdrawal of web pages by federal government has impeded legitimate
            academic research.
           Most patrons prefer print to electronic editions. Electronic editions also raise
            questions about long-term preservation.

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3. Attach appropriate items that will be beneficial to the library inspector evaluating your
   depository operation.

       1.        Federal Collection Development Policy
                 (incorporating access, preservation,reference)
       2.        Selective Housing Agreement
       3.        Multi-Format Survey of Current Business Record
       4.        Documents Center Web Page
       5.        Documents Center Map

6.     Do you wish an on-site inspection regardless of the evaluation of the self-study?
       Yes _____    No __X___

7. 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:

Library Director:

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