Cataloging Record Distribution Program
- Last Updated: August 30 2013
- Published: October 24 2012
The U.S. Government Printing Office (GPO) was requested by the Depository Library Council and FDLP libraries to distribute GPO-produced cataloging (bibliographic) records to libraries in the FDLP.
As part of funding received from H. R. 1105, the Omnibus Appropriations Act of FY 2009 (P. L. 111-8), a portion was allocated to support GPO’s Cataloging and Indexing (C & I) program and distribute cataloging records to depository libraries.
GPO established a two-phased project to determine the most efficient way to distribute cataloging records. Distribution of the records is provided to depository libraries free of charge. Depository libraries can use these records to populate their online catalogs, which will create greater access to tangible documents in depository collections and electronic documents available from U.S. Government Web sites.
Phase 1: Pilot Phase
Initially, GPO contracted with MARCIVE, Inc. to distribute MARC21 cataloging records to participating libraries from GPO’s Integrated Library System (ILS). Then, in late 2009, 48 depository libraries were selected to test the new record distribution process. The pilot was designed to run for one year (October 1, 2009 through September 30, 2010) and would help GPO determine if the distributed records were compatible with depository systems and workflows.
During the course of the pilot, GPO surveyed the pilot libraries and modified processes based on lessons learned. The goal of the pilot was to determine if the processes in place would support record distribution to all depository libraries. A summary report of the initial pilot was released in fall 2010.
Phase 2: 1st and 2nd Year Implementation
Based on the success of the pilot, GPO implemented an expansion of the record distribution process, which is currently underway. In October 2010, the first year of implementation began, with 75 libraries participating in the program. Record distribution continues to be a success, and a second implementation year will continue from October 1, 2011, slated to end September 30, 2012. Participation will remain at 75 libraries.
GPO’s Cataloging Data
GPO cataloging data consists of MARC records for U.S. Government documents published by all three branches of the Federal Government, such as:
- Audiovisual materials
- Computer files
- Streaming videos
These materials are cataloged by GPO staff. The cataloging records are viewable in the Catalog of U.S. Government Publications (CGP).
The majority of records are for English-language materials, but GPO catalogs any documents in any language used by the publishing agency. GPO is a member of Program for Cooperative Cataloging (PCC), including participation in CONSER, BIBCO and NACO and catalogs records according to required standards for participating libraries. The majority of records will either be encoded as full-level or abridged level. Other encoding levels may be used depending on the availability of cataloging copy, the use of surrogates, etc.
All records have a corresponding OCLC record number EXCEPT records from the GPO Historic Shelf List. GPO currently uses the separate record approach to cataloging, which means that there will be an individual cataloging record created for each format of a publication, with a 776 MARC field link to all other formats.
On average, GPO catalogs approximately 2,200 titles per month. Records are provided to libraries based on each library’s selection profile by MARCIVE using File Transfer Protocol (FTP). Retrospective records (records prior to October 2011) are not available.
Records are distributed in batches once a month from MARCIVE. The initial batch of records, which will be distributed in November 2011, will include October 2011 data. Records will be distributed for one year (November 2011 through October 2012). Libraries may select one of the following options for their record distribution:
- All new records in the set according to their program profile.
- All new records, plus changed or updated bibliographic records.
- All electronic or (EL) only records according to their CRDP program profile.
- All GPO Historic Shelflist records, as they are created by GPO. Select one option:
- All records cataloged.
- All records by agency (e.g., All A’s = All records from the Department of Agriculture or all Y’s = All Congressional Documents). No further breakdown will be offered by SuDoc stem. You can profile for multiple agencies.
In order to utilize the records, library staff that are familiar with MARC records and have the ability to batch load records into your library’s ILS/OPAC are required.
MARCIVE will announce record availability, quantity of records, and location where they may be retrieved. More information can be found on the FDLP Community site. Once announced, libraries have two weeks to retrieve records via FTP.
The Cataloging Record Distribution Program (CRDP) Profile
Returning libraries that participated in the pilot are entitled to one additional change at the start of the new project term (October 2011). Contact MARCIVE for these changes at the beginning of the project.
Bibliographic records are provided based on a library’s selection profile with a limited scope customization service. Libraries can choose the following custom options:
- Changed or updated full GPO cataloging records;
- Historic Shelf List cataloging records (brief records);
- Libraries may choose how the record sets are organized. For example, they can be separated by format (e.g. serials only, microfiche only, EL only, etc.), or they may be one file;
- Creation of item record holding fields (if desired);
- Creation of holding codes based on format (if desired);
- Placement of OCLC and SuDoc numbers and designated MARC fields according to local practice; and
- Record sets in MARC 8 or UTF-8.
The following services will NOT be provided:
- GPO acquisition records (Brief Bibs);
- MARCIVE Shipping List Service (SLS) Records;
- Barcodes/smart barcodes;
- SuDoc Number Labels;
- MARCIVEWeb Docs access (database offered by MARCIVE);
- Setting of library holdings in OCLC;
- Bibliographic records created by GPO prior to October 2011;
- Authority control services;
- Custom reports; and
- MARC records profiled by other criteria not in the Project.
Participating libraries are required to:
- Complete the program profile.
- Identify points of contact for the program, i.e. catalogers or systems personnel and the library’s Depository Coordinator, and notify GPO of any changes.
- Retrieve cataloging records via FTP.
- Review and analyze the cataloging records within two weeks of availability.
- Load the records based on local protocols to your ILS/OPAC and test the results.
Libraries participating in the program will be expected to have a continuous and open dialogue with GPO about the record distribution service, including the success and effects of the project; workflow issues; et cetera. Throughout the course of the program, GPO will be gathering feedback from the participating libraries.
How to Discontinue Receiving Records
Questions and Technical Assistance
Questions or comments about the program should be submitted to GPO using askGPO. Please select the category “Federal Depository Libraries” and the subcategory, “Cataloging Record Distribution Project.”
Use the FDLP Community site to talk with GPO, MARCIVE, and participating libraries about the program.
Participating Libraries for FY2013