Project Description

The Federal Depository Library Program (FDLP) Forecast Study queried Federal depository libraries about their pressing issues, goals, and viewpoints, and asked them to identify initiatives and needs.

Data was collected through three tools:

• Library Forecast Questionnaires: A survey gathered data about conditions in each individual depository library, issues each library faces now and anticipates in the future, and asked each library what GPO can do to assist them in providing free public access to U.S. Government information.
• State Forecast Questionnaires: A survey gathered data about conditions depository libraries in a state or region (through consensus) face now and anticipate in the future, and asked what GPO can do to assist them in providing free public access to U.S. Government information.
• State Focused Action Plans (SFAPs): This survey asked FDLP libraries in states or regions to document initiatives and activities they plan to implement in the next five years.

Data from the Study is being used to:

1. Develop ongoing U.S. Government Publishing Office (GPO) programs and services for FDLP libraries
2. Inform strategic direction for GPO’s Library Services & Content Management (LSCM) business unit
3. Cultivate a National Plan for shaping the future FDLP

The FDLP Forecast Study ensures the future FDLP is based on a shared vision between GPO and Federal depository libraries.

Presentation and Release of Results

At the time of the Questionnaires (summer 2012), there were 1,201 FDLP libraries.

• 802 responded to Library Forecast Questionnaires, for an overall response rate of 67%
• 45 responded to State Forecast Questionnaires, for an overall response rate of 83%
• 34 State Focused Action Plans were submitted

The results of the Library and State Forecast Questionnaires are being presented as:

Data Reports

Data Reports present results by individual Library and State Forecast question, reported by qualitative and quantitative analysis.

Library Forecast Questionnaire Results

1st Release (released May 15, 2013)

• Overall High-Level Quantitative Data for Library Forecast Questionnaires
• Q3: Funding in Libraries (revised May 30, 2013)
• Q4: Anticipated Funding in Libraries (revised May 30, 2013)
• Q19: Training Needs (revised May 30, 2013)
• Q20: Mentoring Needs

2nd Release (released May 28, 2013)

• Q5: Preferences for Digital Information (revised May 30, 2013)
• Q21: Relationships with Non-FDLP Libraries (revised May 30, 2013)
• Q22: Marketing the Library’s Collection and Services (revised May 30, 2013)
• Q23: Marketing Needs (revised May 30, 2013)
• Q24: Marketing Relationships with Non-FDLP Libraries (revised May 30, 2013)
• Q25: Anticipated Relationships with Non-FDLP Libraries (revised August 7, 2013)
• Q26: Anticipated Relationships with FDLP Libraries (revised May 30, 2013)

3rd Release (June 17, 2013)

• Q6: Preferences for Tangible Information (revised June 26, 2013)
• Q7: Remote Storage Challenges
• Q9: Patron Usage of Commercial Resources
• Q11: Negative Views on the Tangible Collection
• Q14: Plans to Digitize
• Q15: Digitization Guidance Needs

4th Release (July 3, 2013)

• Q8: Importance of FDLP Tangible and Digital Authenticated Information
• Q16: Anticipated Digital Barriers to Access (revised September 13, 2013)
• Q17: Rating LSCM Projects
• Q18: Service Needs from LSCM
• Q28: Willingness to Preserve or Host a Permanent Digital Collection
• Q29: Willingness to Develop A Subject Area Collection

5th Release (July 17, 2013)

• Q10: Importance of the Tangible Collection
• Q12: Importance of Digital Information via FDsys
• Q13: Storage of Digital Files
• Q27: Interest in Shared Housing Agreements

6th Release (July 31, 2013)

• Q30: Anticipated Leadership Opportunities
• Q31: Ideal FDLP
• Q32: Anticipated Future Needs from GPO
• Q33: Current and Future Vision of the FDLP

State Forecast Questionnaire Results

7th Release (August 13, 2013)

• State Forecast Results: Affiliations & Community Marketing
• State Forecast Results: Education
• State Forecast Results: Future Roles & Opportunities
• State Forecast Results: LSCM Projects
• State Forecast Results: Preservation Issues

Working Papers

Data collected from the Library and State Forecast Questionnaires falls into six overall themes. The Working Papers analyze the major findings and inferences of each theme. These Papers also include GPO’s planned responses to issues and needs.

• Affiliations & Community Marketing
• Collection Management
• Education
• LSCM Projects
• Preservation
• Future Roles and Opportunities(revised March 28, 2014)

State Focused Action Plans

SFAP submissions were collected and are available for viewing.

A summary report of information provided by depository libraries in a state or depository region through the State Focused Action Plans (SFAP) is also available.

Final Results Report

The final report summarizes the findings of the three data collecting tools.

Additional Forecast Study Resources

Study Documents

• Library Forecast Questionnaire
• State Forecast Questionnaire
• Methodology
• Library Forecast Study Questionnaire Data
       Guidelines for Creating Pivot Tables with Library Questionnaire Data
• State Forecast Study Questionnaire Data

FDLP Connection Articles

• Expanding the Forecast Framework: Discussion Summary (February 2014)
• FDLP Virtual Conference: “Expanding the Forecast Framework: Engage and Discuss” (February 2014)
• The FDLP Forecast Study: The Release of Data & GPO’s Next Steps (June 2013)
• The FDLP Forecast Study Team (December 2012)
• FDLP Forecast Study Sessions: Sharing Preliminary Results (October 2012)
• Help Us Keep the Momentum Going: Submit Your Library's Forecast Today (April 2012)
• From Collaborative Discussion to Questionnaire: GPO Asks the FDLP Community to Help Us Shape the Future of the Program (February 2012)
• Community, Unity (February 2012)
• Influencing the Future: FDLP State Forecasts and Action Plans (December 2011)

Related Documents and Resources

• The FDLP Forecast Study: Who? What? When? Where? Why? How? (May 2013)
• Report of FDLP Forecast Preliminary Results at the 2012 Depository Library Council Meeting and Federal Depository Library Conference (recordings and handouts)
• Working Together for a Vibrant: Future of the FDLP (488 KB)  (ALA Midwinter, 2012) PowerPoint
• Strategic Changes Through Cooperative Efforts (November 2011 DLC) PowerPoint |  Handout (79 KB)
•  Transcripts (1.36 MB)  (Fall Depository Library Council Meeting and Federal Depository Library Conference, 2011)
• Letter from the Superintendent of Documents to Library Directors on the FDLP Forecast Study
• "Expanding the Forecast Framework: Engage and Discuss” Virtual Conference Recordings
• Partners in Preservation: Focused Discussion Summary (April 2013)
• Expanding the Forecast Framework: Focused Discussion Summaries (December 2013)

FDLP eXchange Background

The FDLP eXchange replaces and expands upon the former national Needs & Offers. The goal was to build an application that libraries in the Federal Depository Library Program (FDLP) could use as a one-stop-shop for the entire needs and offers process. FDLP eXchange automates disposition processing by allowing libraries to enter information on materials they want to discard and to have the process managed by an automated workflow. The application also allows libraries to enter information on materials needed for their collections or digitization efforts.

The user-friendly design includes an easy-to-use interface as well as many convenient features. This includes options to manually enter records or upload lists from a library’s catalog, and the entire site is mobile ready. The automated workflow moves offers through the process of offering materials first to the library’s regional depository, then to other selectives in the same region, then to libraries across the country. A matching function matches one library’s offers with other libraries’ needs and provides notification to both libraries when there is a match. The in-site communication tool allows libraries to communicate within the application through an interface that allows colleagues to collaborate on requests placed with other libraries.

FDLP eXchange Production Site

The FDLP eXchange production site is now live. In regions that have adopted the application as part of their disposition process, selective depositories can enter offers for review by their regional depositories. When the regional has completed their review, unneeded materials move on to review by other selectives in the region. Materials not claimed by the regional or other selectives in the region move on to be offered nationally if the library has chosen to offer materials outside their region. All libraries can post needs and receive notification when their need matches another library’s offer.

Libraries in regions that have not adopted FDLP eXchange for their disposition process may still use FDLP eXchange to offer materials nationally after they have been offered within their region and remain unclaimed. These libraries may also post needs to receive notification when their need matches another library’s offer.

FDLP eXchange Training Site

In October 2017 GPO launched a training version of FDLP eXchange to provide libraries with a sandbox where they could test the application and learn how to use it. With the launch of the production site, the FDLP eXchange training site has moved to a new URL where FDLP library staff may continue to try out the application. Automated redirects will be in place for a limited time to route users to the updated site. GPO recommends updating bookmarks and links in any materials libraries may have pointing to the previous version of the training site.

The training site also gives regionals an opportunity to test the application within their regions and to determine their own procedures if they choose to use the application as part of the disposition process. The training site has full functionality – with the exception of email notifications.

Selective depositories should continue to follow guidance from their regionals. Consult your regional depository library coordinator if you have questions.

Users should remember that records in the training site are test records. Offers of materials that are actually being processed for discard should be offered in the production site. Likewise, needs that libraries are actually trying to fill should be entered on the production site. 

FDLP eXchange Project Timeline

• Contract issued to Confluence, Corp.: September 2015
• Discovery phase completed: December 2015
• Initial site design completed: April 2016
• Initial development completed: July 2016
• GPO internal tested completed: August 2016
• Beta test completed: September 2016
• Additional development: throughout Spring 2017
• Sunset of the national Needs & Offers service: June 1, 2017
• Launch of FDLP eXchange training and educational resources: June 1, 2017
• Launch of the FDLP eXchange Training Site: October 2017
• Launch of FDLP eXchange Production Site: June 2018

Benefits of the FDLP eXchange

The FDLP eXchange boasts many benefits for regional and selective depository libraries. Download the benefits document to share with library administrators, directors, and staff.

Next Steps

Regionals will want to take some steps to ensure that FDLP eXchange is set up correctly for their region, whether or not they plan to adopt the application as the primary discard process in their region. Review the checklist here.

Selectives will also want to take some steps to ensure that FDLP eXchange is set up correctly for their library, whether your region is adopting the application for its discard process or not. Review the checklist here.

Frequently Asked Questions

Download FDLP eXchange Frequently Asked Questions.

Related Documents and Resources

• Comment form
• Weeding Collections: Needs & Offers and Regionals: session recording, handouts, and PDF transcripts from the 2016 Spring Depository Library Council Virtual Meeting
• GPO Developing FDLP eXchange to Assist Libraries with Discard Processes: FDLP Connection article, June 2016
• Shaping Discard Practices and How They Affect Your Library: session recording, slides, and PDF transcripts from the 2016 Depository Library Council Meeting & Federal Depository Library Conference
• FDLP eXchange: Managing Discard Processes: webcast, February 2017
• The FDLP eXchange: Coming Soon: FDLP Connection article, April 2017
• GPO Begins Launch of FDLP eXchange: FDLP Connection article, June 2017

In early 2007 the National Technical Information Service (NTIS) and U.S. Government Printing Office (GPO) launched a pilot project named Depository Access to Reports Scientific and Technical (DARTS). The pilot's purpose was to provide depository library access to approximately 240,000 scientific and technical publications from 1964-2000. Previously, GPO had not been able to make many of these resources available through the Federal Depository Library Program (FDLP). NTIS is exempt from FDLP obligations by the provisions of Title 44, United States Code, §1903 as its products and services "must necessarily be sold in order to be self-sustaining". However, both NTIS and GPO had a joint interest in exploring how NTIS could participate in the FDLP to provide access to its electronic content.

GPO extended depository library access to the pilot material beyond one planned year. GPO and NTIS hoped to offset operating and maintenance costs from the purchase of these reports and other product revenue. However, NTIS can no longer accommodate free FDLP access to its reports while continuing to be self-sustaining and in compliance with its authorizing legislation. The DARTS Pilot Project between NTIS and the FDLP ended September 30, 2011. For more details read the DARTS Pilot Project Final Summary.

Though this pilot has ended, both GPO and NTIS are still interested in exploring other partnership possibilities to increase access to the Government’s scientific and technical report literature. Both parties wish to eliminate any duplicative efforts.

In 2004, the Superintendent of Documents convened the Ad Hoc Committee to Define Criteria for Disposal Prior to a 5 Year Retention. The Committee's charge was to develop guidelines that would support implementation of a proposed amendments to the 44 USC 1911 and 1912. If Congress enacted the legislative change, it would remove the mandate for selective depository libraries to retain all tangible depository items for a minimum of 5 years. The Committee prepared the guidelines in the event of the amendment's passage, to define criteria for the disposition of materials prior to the 5-year requirement.

Although the amendments did not pass, the Superintendent of Documents is using the recommendations of the Ad Hoc Committee in a review of changes she could make within the current statutory limitations.

The following are documents that were released by the Ad Hoc Committee:

• Ad Hoc Committee Charge
• Letter of Transmittal
• Final Report
• Letter from the Superintendent of Documents to the Ad Hoc Committee

In FY2009, the U.S. Government Printing Office (GPO) developed and implemented a formal Customer Relations Program (CRP) for Federal depository libraries.

The CRP allows GPO to better serve depository library needs based upon unique characteristics (e.g., library segment) and data analysis. It also allows GPO to monitor and document its business operations to ensure the agency is supplying good customer care, responding to mission requirements, and requesting performance feedback from depository libraries.

Developing such a program is consistent with GPO’s and the FDLP’s strategic planning for the future. The program will also help GPO's aims to strengthen collaborative relationships with depository libraries.

The goals of the CRP are:

• Identify needed improvements in services for and communication with Federal depository libraries, address identified needs, and use quantitative metrics for success measures.
• Identify, report, and address needed improvements in business processes that support services provided to Federal depository libraries.

Actions Taken

GPO contracted with Outsell, Inc. to develop and administer data gathering for these activities:

• Segmentation Survey (May/June 2009)

  To develop an understanding of the number and characteristics of various types of libraries that make up the Federal Depository Library Program and to map these libraries to specified library types.

  • FDLP Libraries Segmentation Analysis
  • FDLP Segmentation Mapping Raw File
  • FDLP Segmentation Mapping Definitions
• Needs Assessment Survey (October 2009 - February 2010)

  To learn “how well we are doing” with the services GPO provides to depositories and to determine “what we need to do next”, from the perspective of depository library staff, in order to better support depository library needs. GPO incorporated the needs assessment into an abbreviated 2009 Biennial Survey.

  •  Full Report
  •  Report with Aggregate Overview
  • Reports by Library Segment: Academic | Public | Federal | State
  • Individual Responses Raw File
  • Question Value Map (can be used to decipher library responses contained in the individual responses raw file)
  • Comments Raw File

• Depository Library User Survey (October 18, 2010 – March 4, 2011)

  In its efforts to address the value of FDLP membership and to determine baseline outcomes-based performance measures, GPO, working with Outsell, Inc. and the Depository Library Council, developed a survey for depository library users. The survey garnered over 3,300 responses from users of nearly 550 depository libraries, yielding a 95% confidence level ±1.7%. Submissions were well distributed both geographically and across different library types. The final report conveys the overall survey results and compares results by library segment and by selective and regional designations:

  • FDLP Users Speak: The Value and Performance of Libraries Participating in the FDLP (July 28, 2011)

  Outsell generated Individual library reports conveying the results of the depository library user survey. The reports contain charts that compare the library’s results with the aggregated results for its state or territory, library sector, and for all libraries. Any comments made by users are included. Though not all depository libraries had users who participated in the survey, all libraries have a report available to them. If your library had no respondents, the report conveys aggregated results for your state or territory and for all libraries.

  • For more information and downloading instructions, see "Library Reports for Depository User Survey Available".

  The survey instrument was available in the askGPO Knowledge Base.

In its mission to provide comprehensive and permanent access to all formats of U.S. Government publications, the U.S. Government Printing Office (GPO) contracted with the Center for Research Libraries (CRL) to develop a decision framework and baseline requirements for a tangible documents repository. In 2004, the CRL prepared two documents for GPO to use in future preservation planning: Federal Document Repositories: Decision Framework for Tangible Repository Type and Baseline Requirements for Digital Reformatting and Delivery of Legacy Federal Documents Collection.

Baseline Requirements for Digital Reformatting and Delivery of Legacy Federal Documents Collection is a reference document in which CRL recommends that GPO set minimum requirements for digital reformatting and delivery for print and microfilm legacy materials.

CRL designed the Decision Framework for Tangible Repository Type to frame the specifications for a system of regional repositories for tangible Federal documents. Draft versions (including remarks) of the Decision Framework are available for archival purposes in the File Repository.

When CD-ROMs became popular in the early 1990s, GPO used CD-ROMS quite often to distribute Federal information to depository libraries. Later in the 1990s, the Web became the global medium for content dissemination and GPO stopped distributing CD-ROMS.

In April 2011, the U.S. Government Printing Office (GPO) staff began a review of CD-ROMs distributed on behalf of the Federal Depository Library Program (FDLP). GPO's goal was to determine if equivalent versions exist on Web sites. GPO staff members asked depository librarians to volunteer help with the review, and GPO used the FDLP Community site to collaborate with the volunteers. Librarians compared content from CD-ROMs in their collection to potentially equivalent material on Federal government web sites and/or official partners’ sites. GPO's role was to provide a quality check of the comparison data and provide feedback to project volunteers.

To assist in this review, GPO posted master lists of CD-ROMs to the FDLP Community site’s forum. The master lists contained some duplicate records found in both the Catalog of U.S. Government Publications and DDM2. Here are the most recent versions of the archived master lists.

• [bulleted list of master lists here]

GPO suspended the review effort in April 2012 due to staffing changes.

The U.S. Government Printing Office (GPO) regularly evaluates the needs of libraries in the Federal Depository Library Program (FDLP) and develops solutions to improve services. As part of funding received in March 2009 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 an initiative to distribute cataloging records to depository libraries.

In October 2009, GPO announced the launch of a one-year pilot project to address the need for the distribution of cataloging records produced by GPO to libraries in the FDLP. The pilot project would test the MARC21 record distribution process and determine compatibility between catalog records and FDLP workflows. GPO contracted with MARCIVE, Inc. using MARCIVE’s existing MARC record distribution infrastructure to deliver cataloging records from GPO’s Integrated Library System (ILS) to 48 participating depository libraries.

Goals

• Implement a documented and well-supported solution that interfaces with GPO's systems (legacy and new) to ensure the automatic dissemination of cataloging records to FDLP libraries.
• Deliver cataloging records that satisfy FDLP customer needs.
• Gain feedback from the FDLP community on the success of the project.
• Provide an automated communication mechanism to alert users of distributions.
• Continue to develop an automated delivery solution that is viable and realistic.
• Establish and fully document a process to sustain the workflow in conjunction with GPO's operations.

Accomplishments

• The pilot phase of the project ran for one year, from October 1, 2009 through September 30, 2010.
• GPO cataloging data provided in the delivered catalog records consisted of MARC records for books, serials, maps, audiovisual materials, computer files, streaming videos, etc. cataloged by GPO in the Catalog of U.S. Government Publications (CGP).
• Individual pilot profiles allowed participating libraries to tailor the delivery of their distributed records across new records, updated records, and brief records (e.g. from GPO’s Historic Shelf List project) in addition to other custom options.
• During the course of the pilot, GPO evaluated the delivery mechanism, surveyed the participating libraries, and modified processes based on lessons learned during the trial phase.
• GPO staff were able to compile, retrieve, and deliver specific monthly catalog record sets from the Catalog of U.S. Government Publications (CGP) to MARCIVE for dissemination to library participants without significant addition to their workload.
• A survey of the 48 participating libraries was conducted in June 2010 indicating an overwhelming satisfaction with the cataloging record distribution process. Libraries agreed that the range of services offered met library needs. Suggestions for improvements included a capability for specifying which records not to receive and tweaking of delivery-related technical issues. MARCIVE and GPO efforts to communicate and provide assistance were commended.
• Overall, participating libraries found the service beneficial and were able to use cataloging records delivered during the pilot to populate their online catalogs and create greater access to government documents.
• Based on library participant feedback from surveys, emails, and online forums, in addition to on-going evaluations by the GPO project team, it was determined that the MARCIVE record distribution project was a success.

Lessons Learned

• Timely delivery of records, cost efficiency, clear instructions, and communication of available resources remain a significant priority for participating libraries.
• This type of service improves access for patrons to government information and improves the internal workflows within depository libraries.
• Technical challenges can occur during the process but are easily addressed through communication between MARCIVE, GPO, and the participating libraries.
• GPO may explore other innovative options for cataloging records as the program evolves and participation increases.

Next Steps

A third year implementation will run from October 2012-September 2013. Participation in the program is being expanded to a total of 80 libraries.

Special Thanks to Participating Libraries!

San Francisco State University, J. Paul Leonard LibraryBuffalo and Erie County Public Library

City of Inglewood, Inglewood Public LibraryDepartment of Cultural Resources, State Library of North Carolina

Stetson University College of Law LibraryUniversity of North Carolina at Chapel Hill, Walter Davis Library

Lake-Sumter Community College LibraryState Library of Ohio, Government Information Services

Nova Southeastern University, Law Library and Technology CenterUniversity of Dayton, Roesch Library

University of Georgia, School of Law LibraryOberlin College Library

University of Illinois, Urbana-Champaign, Government Documents LibraryYoungstown State University, William F. Maag Library

Olivet Nazarene University, Benner Library and Resource CenterLangston University, G. Lamar Harrison Library

Southern Illinois University, Edwardsville, Lovejoy Memorial LibraryTulsa City-County Library

Indiana State LibraryLawton Public Library

Indiana Supreme Court, Law LibraryScranton Public Library, Albright Memorial Building

Davenport Public LibraryWinthrop University, Dacus Library

Loras College LibraryTennessee State Library and Archives

Baker University, Collins LibraryTennessee Technological University,
Angelo and Jennette Volpe Library and Media Ctr.

University of Kentucky, William T. Young LibraryLambuth University,
Luther L. Gobbel Library

Troy University LibraryPublic Library of Nashville and Davidson County, Nashville Public Library

Michigan Department of Education, Library of MichiganMemphis Public Library and Information Center

Delta College LibraryTexarkana College, Palmer Memorial Library

Schoolcraft College, Eric J. Bradner LibraryLamar University, Mary and John Gray Library

Oakland University, Kresge LibrarySaint Mary's University, Sarita Kenedy East Law Library

Fort Peck Community College, Fort Peck Tribal LibraryEl Paso Public Library, Main Library

University of Virginia's College at Wise, John Cook Wyllie Library

Administrative Notes Technical Supplement (ANTS) served for nearly 30 years, from 1980 to 2008, to inform the depository library community of technical changes. GPO distributed the bi-monthly paper issues to all libraries in regular depository shipments.

Depository libraries used ANTS to get information about libraries entering and leaving the FDLP; classification, item number and cataloging changes; and updates to the List of Classes. Library staff members frequently checked publications to identify issues that might affect their collection and materials, and made changes to the publications and associated catalog records as appropriate using the information from ANTS.

Currently, librarians make updates directly in the Web-based system called WEBTech Notes as needed. ANTS was not as current as the real-time updates that the Web makes possible. For that reason, the U.S. Government Printing Office ceased publication of ANTS with the final print version issued, which was Volume 15, No. 11-12, November (64 KB)

View back issues of ANTS View the cumulative table of contents of ANTS