These notes are from the EPA session at ALA Committee on Legislation Government Information Subcommittee (COL/GIS) 1/20/07, Seattle, WA. I'd like to thank Amy West for sharing her notes on the session. I had blogged it but because of a temporary hiccup on the FGI site, I had lost my notes. Ah, technology ;-) As always, please leave comments!

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EPA staff: Mike Flynn, Rick Martin

Mike from EPA - review library system to be premier system to increase delivery to more people. Effort has 2 foci: more emphasis on elect delivery and reviewing physical library presence; utilize staff across network; It's NOT correct that all physical libraries closed in favor of all electronic; They are keeping some physical locations. They are focusing on digitizing materials from libraries where walkin access has closed;

EPA staff have heard comments about deliberation in process; and have doubled the number of electronic documents. EPA has closed 5 physical locations (regions 5,6,7, headquarters, and chemical). Each of these is now serviced through the overall network. EPA is reviewing collections in those places. They estimate having 3 repositories and keeping unique documents in those repositories.

EPA staff: Services (refer to back of hand out); online "card catalog"; possible shutdown was due to an internal EPA housekeeping squabble which is now resolved.

ILL services are available across the network; unique materials available through ILL (or are supposed to be). NEPIS Web site is the home of digitized documents; up to 24,000 documents in the NEPIS database with an initial target of 52k total; the goal for digitization was at first supposed to be the end of January and for original inventory of closed libraries; however, EPA then found additional material to be digitized. Add classes of docs where copyright was unclear? Grantee-produced documents, for example. The remaining libraries have a 2 year window for digitizing their materials.

There is a new FAQ site to assist with public service and access. Librarians manage the Website and FAQ. Library services for the public fit into a framework of public access services of which in-house access is only a piece. They are allowing GoogleEarth and TerraServer to include EPA content natively. They have also developed a desktop library for EPA staff. This desktop library allows all staff to access Electronic material in the same suite. Whether they have the right number of professional librarians is still under discussion.

Mike:

EPA is going forward - see handout.

Q&A session:

Bernadine Abbott Huduski (BAH) - being an original EPA librarian, the libraries were NOT set up like headquarters or laboratory libraries, so they were for the public in the first place in addition to state/local/contractors.

Fred Stoss/Ubuffalo (FS) - What has happened with physical collections - like the one in Chicago?
Answer: EPA has used EPA listservs to dispose of materials.

FS: Are there no books on the shelves?

EPA: Yes. Some in headquarters repositories. Duplicates have been given away? Not sure, but probably? Catalog updated? In process. Cincinnati has taken some too. Also RTP. What about the Great Lakes portion of Region 5? Anything region-specific went to headquarters.

BM / OSU - What about next time govt wants to take documents offline a la 9/11? EPA: The only information taken off was risk management plans. They have developed criteria for sensitive information; testified to Congress on standards. Maintaining hardcopies of all digitized materials.

FS - why were documents taken down for a few hours some time in Dec? OTPP?

EPA: It was a mistake. It happens. Information was restored as soon as it was found dto be an error.

Are there any long-range projects?

EPA: sorta. Cincinnati manages digitization program. Understand that we need to provide details of program. We will add "expert" opinions. and establish an advisory group of librarians.

Andrea Morrison, Indiana University (AM): thanks for coming, we're passionate about information. Collections of region 5 were "carefully evaluated" - what does that mean? E.g. not all versions retained, drafts, updates, etc. Put together a work group with full criteria. Search OCLC, where is it held, "good library practices". Are guidelines public?

EPA: Part of framework which we will soon describe. We know we're not doing everything right, but we're trying. If we have to close a physical location, we're trying to build in services to replace that.

AM - We also care about curration of historical datasets.

EPA: our careers have been about getting info out, so don't look for conspiracies.

Michele McKnelly, University of Wisconsin River Falls (MMk) - What ILS do you use?

EPA: Based on "basis"; built inhouse. Planning on openURL/link resolvers? thinking about it. When digitizing, are you enhancing bibliographic records with links to related documents? No, but NEPIS will be searchable via Northern Lights search engine. Digital Asset management systems? Looking at it.

Will EPA's system work with federated search systems?

EPA: Don't know. Yes, they are looking to modernize it. They are moving the in-house database onto Oracle.

James Jacobs - Stanford University (JRJ) - Libraries are beginning to build digital repositories and are interested in harvesting digital content; will NEPIS be harvestable?
EPA: Yes, in fact, NEPIS and our whole site was harvested as part of a GPO pilot. What's harvested? Metadata and objects associated.

BAH - Coop cataloging? Yes. BAH asks for formal coop cat agreement.

Mary Alice Baish, American Association of Law Libraries (MAB) - Libraries closed were very important. and NEPIS is primitive.

EPA: no, it's not.

MAB: so NEPIS will be cornerstone of the digitization; therefore do you have the funding to do the rest of the digitization/preservation?

EPA: Funding comes from each region.; going forward, digitization comes from current budget.

MAB: I have 1/3/07 CRS report on EPA funding and CRS says that in addition to $2million budget cut, there was also $1million from another office.

EPA: The other office was funding materials for science community; change of funds represents a shift, not reduction, among sub-offices within EPA. Also a reduction; wasn't $1million reduction, it was a 500k net reduction. 500k reduction was from subscription funds that are now purchased jointly. Regardless of fund reduction, we still have more titles on desktop library than before.

Stoss/UBuffalo - Why was there no effort to ask for more funds to assist with the transformation? We'd have helped you. We've got the same problems, we feel for you, you should have asked us.

EPA: yeah. well. We're here now.

BAH: it's not too late - we can still support you in getting additional funds now.

I'm still getting my notes together from the several sessions in which EPA officials fielded questions from librarians at GODORT sessions. The notes below are from the session presided over by the ALA Committee on Legislation Subcommittee on Federal Libraries. Over the coming days, I'll be posting more notes from others who were there. Please leave comments and/or recollections. One of the most potent points made at this session was about precedent. The questioner was extremely worried that EPA's decisions would set a precedent for other federal libraries (and we already know that other federal libraries are planning closings etc.). By leaving your comments (remember they can be anonymous), you'll be adding your voice to the discussion.

And now to the notes. As always, these are my notes based on my own memory, hearing and poor typing skills ;-) Any errors are completely my fault.

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EPA meeting sunday 1/21/07
ALA Committee on Legislation Subcommittee on Federal Libraries
EPA staff: Mike Flynn, Rick Martin and a few others who's names I didn't catch

During EPA's introduction, you mentioned that you had a number of takeaways from the various meetings during the ALA conference. What are the most important things that you've "taken away" from these talks?

EPA: Concern about loss of documents and information. EPA's collections are critical to so many operations. We must make sure we don't lose critical materials in the digitization process.

Concern about the digitization process, make sure there is proper metadata, they will make available the technical specs of the process and will have an independent review of that process.

There's a need to continue to communicate, a sense from the stakeholders that there has not been enough communication with those that are affected by this shift. We need to do more outreach outside our (EPA) community and a stronger connection inside the network. Information access is our primary job. Libraries and librarians are a key part of that.

Concern about the physical closures and loss of physical presence. Contract librarians have been dropped. We will go back and look at that and make sure there is enough support for public services.

Question: Transparency is key to this process and that includes posting specs etc on your website. There are MANY other stakeholders (academics, law librarians etc). Transparency is above all of the previous items listed in the last question.

The Questioner looked at the statutory provisions (PLA?) and EPA manual to see if these changes are in compliance with those provisions. How does this apply to the closing of libraries to the public?

EPA: Delivery is shifting and we're still committed to doing access electronically. Trends in regional offices is such that there have been less walkins.

Questioner: Do you have statistics on walkins for the regionals that have closed for the last 5 years?

EPA: It's not that there are none, but walkins have dropped off. Our intentions are not to go and shut the remaining 20 some EPA libraries. There is a consistent pattern of less walkins. There are other public access avenues depending on the region. There may be a public information center/officer in addition to or instead of a librarian. Some places integrate the services and make multiple uses of the people.

Question: All of us work in libraries with undiscovered collections. We're worried about the precedent that EPA sets in terms of the closing of *other* federal libraries. In Chicago, a lot of the federal regional libraries are looking at this. As the only expert in the area, this person was negatively affected by the number of users who were now going to the university for research assistance because they could no longer get help from EPA.

EPA: We are sensitized to the issues and concerns. We're not just closing down but are shifting and helping to set a new model.

Question: 3 comments. This person is also concerned about the precedent setting. Part of that precedent is that there was no communication and dialog with user communities before the process went forward. Depository libraries will take all comers and want to have access to materials. 3rd, the real question is, what will you do with those walkins? Will you refer them somewhere else?

EPA: All regions have a public intake process and those things will continue. Walkins in need of information and research will be referred.

Question: You mentioned email reference question. Is there a system of email question management? how is email reference done at EPA?

EPA: We have automated the process and have created a knowledge base and FAQ. But each of the areas/programs deal with email. There are a number of professional librarians who are answering email and phone questions. Regional offices are in the process of putting a research assistance process is in place. We're making sure there is information for the public on how they can get help.

Now I'm at the Government Documents Roundtable (GODORT) update. On the agenda are Cheryl Nyberg, University of Washington law library talking about the Washington State Digital Archive, Matt Brosius from OECD, and Judy Russell, soon-to-be-retiring GPO superintendent of documents.

Cheryl mentioned that the information in the state archive is "open source" in that all content is not tied to individual software and so can be preserved and shifted into new and/or future systems. Much is available including purchase of "certified" copies of records in cases where records/documents are needed for legal proceedings. Nice touch! Unfortunately, they're using a plugin called Djvu. The plugin is necessary to view the documents. It's basically a PDF viewer from a private company. I recently ran into this plugin for while using the Spectator Project, a 19th century digital newspaper project, and was dismayed (as was the user I was helping) because the plugin could not be installed on the public computer that she was using. I would HIGHLY recommend that future archives projects -- not to mention current ones like the WA state archive -- should give users multiple ways to access documents. Access is the key right!!

Washington State library is actively harvesting WA state documents, storing them locally and linking them to the WA State library catalog. Shouldn't EVERY state library be doing that?!?!

Also in the works are a plan to connect the digital archive and state publications. This will happen by the 4th quarter of 2007 hopefully.

Next up is Matt Brosius:

Matt will talk about what it took to get Organization for Economic Cooperation and Development (OECD) into the digital realm with their e-books.

OECD publishes @ 150 book titles/year plus 20 serials and 40 statistical databases. They're mandated to recover their costs of publishing. The process of shifting to online started in 1998, launched December, 1999. They decided on an e-journal infrastructure that could recoup costs. All books are in PDF format. Metadata for almost all chapters of almost all books (abstracts by authors) make access very good. Matt noted that the OECD search engine is not very good. They're moving into XML in order to be more flexible in the future. Online access has risen every year. Bibliographic information is listed on every page so that users will know where they are. They also have several thousand excel spreadsheets of data, and will soon have citation management integrated into the SourceOECD system, videos and podcasting. Matt mentioned GAPMINDER, but I haven't had a chance to look into that further. If anyone does, please leave a comment with your thoughts.

Next up is Judy Russell:

Bruce James retired on 1/3/07. there's no news on a replacement for Public Printer. GPO is in waiting mode in terms of appropriations. The shift to a democratic majority means that things are in a holding pattern. It will probably take a month or more for the Senate appropriations com to get together. GPO has been talking with the administrative office of the US courts to provide access to US courts' PACER system (public access to court electronic records). It is expected that this will happen through the FDLP (I didn't get the whole gist here because the mic was not very close to Judy. Sorry!). Expectation is that this will go through by 3rd quarter (sept?) 2007. Also a project going on with NTIS to give access to their bibliographic records. Depositories will be able to download at no charge their documents connected to these records. There will be a beta phase of this project. Send an email to epruszko@gpo.gov if you're interested in being in the beta rollout.

Legacy digitization project is continuing as well. Web discovery project is going forward. GPO has 2 vendors crawling, identifying and targeting documents on the EPA Web site. 3 crawls were done. A huge amount of content was harvested and now GPO will be looking through to deal with it. A large amount of individual assessment, cataloging and purl creation will need to be done before these documents will be available.

Hi gang. It's saturday AM and I'm at the ALA Washington Office briefing. On the agenda are updates on the 110th Congress, participatory networks in libraries, Gates Foundation Connectivity Project, and EPA *and other federal libraries* closures. That's right, OTHER FEDERAL LIBRARIES!! Not only is EPA under fire, but other agency libraries are going the way of the Dodo. I've come in in the middle of the briefing, so missed the first few items on the agenda. Below are some things said during the briefing. Any errors in misquoting are purely mine. Sometimes these fingers just type what they want :-)

Mike Flynn, Director of Office of Information Analysis and Access, EPA. He made a joke about having his bodyguards outside the room. I'm glad that librarians are becoming known as rough and tumble! Maybe we need some leather jackets.

Anyway, Mike says that his office is trying to provide access to information, GIS data... to EPA employees and the public. Blah, blah, blah, great respect for libraries and librarians.

Mike will Address 3 questions:

--where are we headed?

--how do we plan to get there?

--What are we doing (or not doing) now?

"EPA's vision is to be the premier environmental library network that provides timely and quality information and services to its employees and the public."

(JRJ) Ok, the first several slides are clearly PR fluff. More from Mike:

How do we get there? Factors include a demand for information faster, and an expanded role of the internet. EPA is increasing its reliance on electronic delivery, but that's not to preclude their physical presence of 26 libraries. They are not on a road to closing all EPA libraries. but want to maintain a physical presence across the US and maintaining library services for EPA employees and the public.

Services include:

--ILL
--Access to online library system
--Access to EPA publications via the National service center website
--Recently instituted FAQ system

Implemented these steps and are now in the process of seeking input as we move forward.

Ok, now it's the Q&A session.

Several librarians emphasized the fact that EPA library closings have great effect on libraries in the region. Kathy Hartman at U North Texas offered to house the regional EPA Dallas library's collections but the offer was turned down. EPA officials said they wanted to assure that EPA documents were kept within the EPA library network. 3 repositories will be maintained.

How can libraries continue to get access to documents via ILL? and are any EPA documents being disappeared?

Each of the libraries which have closed, EPA has gone through their collections to identify documents for retention. EPA has NOT destroyed documents. Documents from regional libraries have been sent to repositories.

What are your next steps? Who else beyond the library community are seen as stakeholders?

Science community is very important as is the library community. Questioner strongly suggests that EPA contact the academic, medical and legal communities.

What is the "original inventory"? EPA will complete digitization of documents in several categories by 1/31/07. There are other categories which are being worked on.

Mike says, EPA is engaged, and wants to talk with stakeholders. they are committed to digitization and welcome input.

So what I'm hearing is EPA wants to talk with stakeholders (libraries, scientists...) but they're going ahead with their plans. This was classic doublespeak IMHO. EPA has already committed to closing libraries, digitizing documents, consolidating collections in 3 repositories, cutting funding for journal subscriptions etc. So what good will it do for them to go and talk with stakeholders? Librarians have been VERY vocal, both at this meeting and over the last year, that what the stakeholders NEED is libraries, services and collections throughout the US. Any thoughts?

Hi all! Shinjoung and I are at ALA in Seattle this weekend (did you see that ALA's got a conference wiki!!) and we just attended the OCLC Symposium: "Who's Watching YOUR Space?" We largely went to hear the talk given by Howard Rheingold, who we've had the great good fortune to be able to get to know at Stanford. Here's our stream-of-consciousness notes on Howard Rheingold's talk. Any errors are completely ours!

Howard talks a lot about virtual communities and media literacy. Howard's panel was about social software and "virtual space." Other panelists were Michael Stephens, Danah Boyd, and Marc Smith. All the speakers were most engaging, but we ran out of battery power after Howard's talk ;-) Here's a flickr set of Howard's talk.

You might not think much about this as you use a library, but the Internet has brought a tremendous impact and challenged the roles of librarians and libraries.

Howard provides historical context of social networking. He pointed to 2 significant changes of importance:

1. Emergence of new media literacy. Internet changed the location of text authority from publishers to readers. This brought about the importance of media literacy which most often happens outside of educational institutions.
2. Emergence of a moral panic generated by the Web such as 1996 telecommunication act and DOPA.

The answer for these two questions rise from an education-based, NOT a regulation-based response. Librarians and teachers need to teach the net generation how to learn to use participatory media for civic engagement -- shift from individuals to community. For digital natives, the internet is not a new, transformative technology but has always been there -- and these digital natives largely learn how to use these digital tools in a self-guided way, they DON'T read the manual! Educational institutions such as libraries, schools, etc need to provide guidance on how to engage with political life. It's important to teach about a public voice in order to engage in active participation and to be a true citizen.

Limits to how far and to whom we can network with have been transcended by the medium. Now we have the capability to amplify our networks many fold. It's crucial to teach students to apply Web networking skills to political participation and teach students to be engaged with the issues that affect them most.

Media production is different because they have power to persuade and communicate with others. By learning participatory media and using them for civic engagement we can transform individual expression to collective action.

These are just the points that we were able to type. We hope he will put up the text/slides of his talk because it was REALLY thoughtful, engaging, and inspiring!

(This was a collaborative blog post with Shinjoung Yeo, who's sitting right next to me, sharing the outlet and notes!)