Glossary of Terms used for U.S. Government Publications

Administrative Notes

The title of a newsletter published by the Superintendent of Documents on the 15th day of each month, with additional issues published during some months. Provides information on topics related to federal government information. Copies are available online: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html

Administrative Notes Technical Supplement (ANTS)

A newsletter issued by the Superintendent of Documents on the last day of each month, with additional issues published during some months. Lists changes in format, title, agency, call number, and/or distribution of government publications. Copies are available on the WWW: http://www.access.gpo.gov/su_docs/fdlp/pubs/techsup/index.html

Andriot

The name of the editor of the annual publication entitled GUIDE TO U.S.GOVERNMENT PUBLICATIONS. Provides indexing to document series by keyword, author and title. Also traces publication histories and contains a complete list of SuDoc numbers used since 1900. The editor's last name is frequently used, instead of the title, when referring to the book.

Basic Collection

U.S. document titles that are sent to every depository library. The list is published online: http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/basic.html

Ben's Guide

Website linking to U.S. Government pages designed for children (and teachers). http://bensguide.gpo.gov

CFR (Code of Federal Regulations)

The annual compilation of all current agency rules, and presidential publications. The SuDoc Number is AE 2.106/3: . An online version is also available: http://www.access.gpo.gov/nara/cfr/index.html

CIS (Congressional Information Service)

A publisher of indexes (in various formats), microfiche collections, and online databases. One of the primary publishers of government document reference materials.

Claim

The process a depository library uses to inform GPO that an item number it has selected appeared on a shipping list, but the document was not received. Claims must be filed within 60 days of the receipt of a shipping list. Procedures for claiming documents are included in the Instructions to Depository Libraries Chapter 3, F. http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/instruct.html#3

Congressional Record

Government. publication containing debates and discussions that occurred on the floor of the U.S. Congress. Published every day, when Congress is in session, and received by all depository libraries as a part of the basic collection. Official copies are available on GPO Access. http://www.access.gpo.gov/su_docs/aces/aces150.html

Core Documents (of U.S. Democracy)

An online selection of primary materials related to the establishment and maintenance of a democratic society in the United States. http://www.access.gpo.gov/su_docs/locators/coredocs/

Depository Library Council (DLC)

A fifteen member council serving as an advisor to the Public Printer. DLC members are appointed to represent the interests of all librarians responsible for federal depository libraries. Meetings are open and occur twice per year. DLC has a homepage at: http://www.access.gpo.gov/su_docs/fdlp/council/index.html

Depository Library, Federal

A library designated by the U.S. Congress to receive and make accessible U.S. government publications received through the federal depository library program. A library makes a legal commitment to comply with federal regulations regarding maintenance and accessibility of federal documents before it is designated as a depository. The laws regarding federal depository libraries can be found in the U.S. Code, Title 44 Chapter 19: http://www.access.gpo.gov/aboutgpo/title44/chap19.html

Depository [Library] Number

A unique number assigned to each federal depository library by the GPO. Numbers are utilized to distribute materials and record selections. Library numbers, and locations, are listed online and can be used to view a list of the item numbers selected by each library. http://www.access.gpo.gov/su_docs/fdlp/tools/ldirect.html

Deselections (Deletions)

The Item numbers that a depository library was selecting, but chooses to no longer receive. Deselections can be made at any time by entering the GPO's online database using the depository library number and unique password assigned to the library. http://www.access.gpo.gov/su_docs/fdlp/tools/amendment.html

Direct Mail Items

Depository document series that are sent directly to libraries rather than being boxed and included in with a shipment of materials. These are the documents that need to arrive as quickly as possible. The list of series titles is online. http://ww1.access.gpo.gov/gpoaccess/fdlp/coll-dev/dirmail.html

Discards

GPO'srules for the discarding of depository documents state that every document received through the federal depository library program must be retained for a minimum of 5 years, unless it is a duplicate copy or it has been superseded by a more recent edition. (See: Superseded List. Documents withdrawn after the 5 year retention period, are offered (see Needs and Offers) to other depository libraries. Documents that have been offered, but not requested by another library, may then be discarded. Chapter 4 of Instructions to Depository Libraries provides information regarding the disposal of depository documents. http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/instruct.html#4

DRG (Digital Raster Graphic)

An image of a USGS topographic map that has been scanned and digitized for viewing electronically. Information on DRG's is available on the USGS website: http://mcmcweb.er.usgs.gov/drg/

Dual Distribution

Document titles that are distributed to depository libraries in a choice of either paper or microfiche format. Two item numbers are assigned to these documents, one for each format. A selective depository must choose only one format.

Executive Agencies

The Federal government agencies that are headed by presidential appointees. Thirteen agencies form the executive branch of the U.S. government. (See the U.S.Government Manual for a list and descriptions).

FDLP (Federal Depository Library Program)

A system established within the Government Printing office for the distribution of federal publications to depository libraries. Procedures are under the control of the Superintendent of Documents. A description of the program is available: http://www.access.gpo.gov/su_docs/fdlp/about.html

Federal Register

A daily federal government publication containing proposed rules, new regulations, executive documents, and grants available. This title is sent to depository libraries as a part of the basic collection (SuDoc number, AE 2.106: ). Current issues are also available on GPO Access: http://www.access.gpo.gov/su_docs/aces/aces140.html

Fugitive Document

A Government publication that meets all of the requirements for distribution through the depository program, but was not sent to GPO, and, therefore, was not sent to libraries.

GILS (Government Information Locator Service)

Online database developed and maintained by GPO as a tool to assist with locating federal government information that is published electronically. Links subject searches to online information. http://www.access.gpo.gov/su_docs/gils/

GIS (Geographic Information System)

A software used for storing and producing spatial data (maps) in digital formats.

GODORT (Government Documents Round Table)

The section of the American Library Association that focuses on issues related to government documents. GOGORT has a homepage at: http://sunsite.berkeley.edu/GODORT/

GOVDOC-L

Listserv utilized for communication among people interested in issues related to government documents. Includes offers of documents withdrawn from depository libraries, and questions regarding sources for government information. Information on this listserv is available at: http://docs.lib.duke.edu/federal/govdoc-l/index.html

GPO (Government Printing Office

Branch of the federal government responsible for publishing and distributing government information, as described in Title 44 of the U.S. Code: http://www.gpo.gov/aboutgpo/index.html

GPO Access

Name of the database maintained by the GPO. Established to contain the full-text of official United States documents and core publications, and to provide links to other electronic databases containing government information. http://www.access.gpo.gov/su_docs/index.html

GPO Bookstore

A regional bookstore where government documents are sold. A list of bookstores is available at: http://bookstore.gpo.gov/locations/index.html

Inspection

A visit to a federal depository library by a person employed by the GPO for the purpose of determining if the library is complying with regulations. The Inspector examines federal document collections and talks with library staff members. A written report and evaluation follow the personal visit. Inspections generally occur every five years and are currently being replaced by self-studies. http://www.access.gpo.gov/su_docs/fdlp/selfstudy/index.html

Instructions to Depository Libraries

A publication produced by GPO containing the rules libraries must follow in order to comply with depository regulations. http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/index.html

Item Lister

The current online list of item numbers available. A list of selections and/or nonselection for an individual depository library can be created using the library's depository library number. http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html

Item Number

A number in the system used by GPO for the selection and distribution of depository materials. Each document is assigned an item number according to the SuDoc number (which is assigned according to the agency responsible for publication and the type of document). The same item number may be attached to more than one SuDoc number. The item numbers selected by a library are listed online - see Item Lister. The List of Classes contains a list of item numbers and the SuDoc numbers attached to each number.

Joint Committee on Printing(JCP)

The U.S. Congressional Committee that oversees and directs the actions of the GPO. More information, including a list of committee members, is available: http://www.access.gpo.gov/congress/joint/hjoint05.html

List of Classes

A quarterly publication containing, in SuDoc number order, a list of all of the depository documents currently available. Cross-references to item numbers are included. Items that have been added or dropped since the last issue are indicated. http://www.access.gpo.gov/su_docs/fdlp/pubs/loc/index.html

LPS (Library Programs Service)

The branch of the GPO, overseen by the Superintendent of Documents, responsible for the bibliographic control of federal documents. http://www.access.gpo.gov/su_docs/fdlp/pr/lpstour/index.html

MARCIVE

Commercial service providing various products related to government documents, including electronic indexes, marc records, labels and smart barcodes.
Login to MARCIVE

Monthly Catalog (Catalog of U.S. Government Publications)

The official listing of documents published by the GPO. This title is utilized as the primary index to U.S. government publications. Current indexes (1976+) are contained onGPO Access: http://www.access.gpo.gov/su_docs/locators/cgp/index.html

NAICS (North American Industrial Classification System)

The system that replaces the Standard Industrial Classification (SIC) as the coding numbers given to industries for classification purposes. http://www.census.gov/epcd/www/naics.html

Needs and Offers List

A list of the documents discarded by a depository libraryand offered to other depository libraries, or a list of titles that are needed by a depository library hoping to fill in its collection with discards from another depository library. Documents are listed according to the rules regarding discards.

NTIS (National Technical Information Service)

An agency within the Commerce Department that publishes, indexes, abstracts and sells reports containing technical, scientific, engineering, and related business information published by the federal government. http://www.ntis.gov/

Profile

A coded list of depository item numbers received by a library, with dates receive and locations in the library. Used to extract GPO records corresponding to the documents in a library's collection so that they can be loaded into the online catalog.

Public Printer

The position title for the head of the GPO. The person in this position is appointed by the President and confirmed by Congress. http://www.gpo.gov/aboutgpo/ppbio.html

Quad (Quadrangle)Map

A land area, with it's own unique name, shown on 1 map sheet. The USGS defines, names, and maps these areas in the United States.

Raincheck

A slip issued with a shipment when there are not enough copies of a document available for distribution to all selecting depository libraries. The raincheck indicates that more copies will be acquired and sent at a later date.

Regional Library

A depository library that has been designated by Congress to receive and retain ALL government documents distributed through the depository program. Regional libraries are also legally responsible for serving other depository libraries in their region by providing copies of documents and assistance with fulfilling depository regulations.

Sales Product Catalog (SPC)

Database that lists document titles available for purchase and facilitates online orders. http://bookstore.gpo.gov/

Selective Depository Library

A library that receives only those item numbers that will fulfill the primary needs of library users within the geographic area it has been designated to serve. Most libraries are selective depositories. The selections are indicated as a percentage of the total number of item numbers available.

Self-Study

A form with questions to be answered, at approximately 5 year intervals, by depository libraries to determine whether are not they are in compliance with the regulations for depository libraries as stated in Title 44, Section 1909 of the U.S. Code. An onsite inspection by a representative of the GPO may also be necessary (or can be an alternative). A copy of the self-study form is available online: http://www.access.gpo.gov/su_docs/fdlp/selfstudy/index.html

Separates

The depository documents that are mailed in individual packages, generally due to their large size, with the shipping list for all of the packages sent separately. Each individual envelope or box is stamped with the shipping list number before it is sent.

Serial Set

An official publication containing compilations of congressional committee reports and documents.

Shipment

Publications that are grouped together in a shipping box with a shipping list. A box generally contains several shipments.

Shipping List, Daily Depository

List of publications included in a shipment, with each document's SuDoc number and item number listed. The item numbers assist a selective depository with determining which documents have been selected and should have been received. Shipping lists are separated into 4 categories: paper, microfiche, electronic and separates; and they are numbered consecutively within each format. Copies of shipping lists are available online: http://fedbbs.access.gpo.gov/fdlp01.htm

SIC (Standard Industrial Classification)

Numbering system used to group businesses with similar functions into industrial categories. As of 1998, this system is changing to the NAICS(North American Industrial Classification System).

Statistical Abstract

Annual publication produced by the Bureau of the Census. Contains statistical tables on various topics and annotations indicating where additional information may be obtained. http://www.census.gov/prod/www/statistical-abstract-us.html

STAT-USA

Web database, maintained by the Bureau of the Census, containing the fulltext of government documents providing statistical and analytical information regarding the economy of the U.S. and foreign countries. Developed as a product to be utilized by U.S. importers and exporters. Many of the publications are also distributed individually, with their own SuDoc number and item number. Access to the database is through a subscription or onsite at a depository library. http://www.stat-usa.gov/

SuDoc Number

The classification system, developed by the Superintendent of Documents, used for U.S. government documents. Arranges the collection with materials published by an agency placed together on the shelves. Every number has a "stem", the portion of the number up to the colon, identifying the agency, a number for the subagency (the number is 1 if there is not a subagency involved), and a number for the series or type/category of the publication. The portion after the colon is the unique part of the classification number, containing a series number, or other identification for that particular document. A more detailed explanation can be found in An Explanation of the Superintendent of Documents Classification System is available: http://www.access.gpo.gov/su_docs/fdlp/pubs/explain.html

Superintendent of Documents

The federal government office within the GPO responsible for publishing, selling and distributing documents, including providing online access: http://www.gpo.gov/su_docs/amiss001.html

Superseded List

List of document titles, in the Instructions to Depository Libraries that are regularly replaced by newer editions. These are documents that may be withdrawn before the 5-year retention period has passed, and they are not offered to other depository libraries prior to disposal. http://www.access.gpo.gov/su_docs/fdlp/pubs/suplist/suplist.html

Survey, Item

An opportunity for depository libraries to choose to receive item numbers they are not currently receiving but wish to begin collecting. (The deselection of item numbers can occur at any time). A survey of all item numbers occurs once each year. The Amendment of Item Selections form is online: http://www.access.gpo.gov/su_docs/fdlp/tools/amendment.html

Technical Reports

The detailed publications that record results of scientific studies. Department of Energy (DOE) and National Aeronautics and Space Administration (NASA) are the federal agencies that produce a large number of technical reports.

Thomas

Name of the online legislative database maintained by the Library of Congress. Contains the full text of bills, the Congressional Record, committee reports for the current and past few congresses. Also includes selected historical documents. http://thomas.loc.gov/

TIGER Files

The maps produced by the Census Bureau showing geographic breakdowns that have been defined for the purpose of gathering census data. These files are published electronically. Information on these maps is available online: http://www.census.gov/geo/www/tiger/index.html

Title 44

The U.S. Code citation for laws regarding depository libraries. http://www.access.gpo.gov/aboutgpo/title44/44usc.html

Topographic Map

A map showing changes in altitude, utilizing lines and color codes.

U.S. Government Manual

The annual government directory listing all of the federal agencies. Includes names, addresses, telephone numbers, and a description of the duties performed. SuDoc number = AE 2.108/2: , Online: http://www.access.gpo.gov/nara/nara001.html

WEBTech Notes

An interactive, online resource that can be utilized to locate information regarding document titles, item numbers, etc. that have been listed in Administrative Notes or Administrative Notes Technical Supplement as changes. http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.html

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