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North Carolina Libraries

TABLE OF CONTENTS

THEME ARTICLES: PUBLIC DOCUMENTS

85 Foreword, Ridley Kessler and Pat Langelier
86 Government Information Policy and the Future of the
Depository Library Program, Marie L. Clark
91 Doc Soup: Dealing with Documents in Small Non-
Depository Libraries, Lisa K. Dalton
98 Meeting the Global Challenge: How Libraries Can Help
North Carolina Businesses Enter the Export Market,
Diane Strauss
105 US. Government Publications in the Humanities,
Marie Kroeger
109 Technical Report Literature: A Misunderstood Genre,
Lisa T. Abbott
115 Depository Library Council: An Overview, Susan E. Tulis
118 Rare and Valuable Documents: Identification,
Preservation, and Security Issues, Barbara Hulyk
122 Mary Elizabeth Poole: The Documents LibrariansT
Documents Librarian, Jean M. Porter
126 A Portrait of the Gales Family: Nineteenth Century Print-
ers of Government Documents, Margaret J. Boeringer
130 The North Carolina Depository System and William
Madison Randall Library ... One Year Later,
Arlene A. Hanerfeld
134 Locating North Carolina Cartographic Information,
Ralph Lee Scott
FEATURES
82 From the President
84 Over to You
138 POINT: Cost-Sharing: ItTs Time to Pay Up, Ridley Kessler
139 COUNTERPOINT: Cost-Shifting: Call It What It Really Is,
Harry Tuchmayer
141 Library Research in North Carolina
143 North Carolina Books
150 NCLA Minutes
154 About the Authors
Cover; Ridley Kessler and Patricia Langlier, oForeword,� North Advertisers: SIRS, inside front cover; Book Wholesalers, 140;

Carolina Libraries 48 (Summer 1990): 85.

Volume 48, Number 2

BroadfootTs, 123; Capital Consortium, 145; Ebsco, 97; FAXON,
114; H. W. Wilson, 90; Mumford Books, 121; Phibig, 101; Quality
Books, 129; Salem Press, 149; Southeastern Book Co., 113; South-
eastern Microfilm, 83; UNC Press, inside backcover.

Summer 1990

Libraries From the President Libraries

What an exciting time for libraries and library
personnel in North Carolina! There is so much
going on itTs hard to keep up with the activity.
Between committee meetings and workshops and
the differences that the end of a school year
makes to all of us, ITm sure you have been just as

busy as I have.

As we continue to design North Carolina
libraries for the nineties, many issues seem to be
on the table of the Association. Three that come

to mind right now are legislative action, literacy
and the regional conferences that will precede the
GovernorTs and White House Conferences on
Libraries and Information Science.
During National Library Week four groups of
a North Carolinians visited the offices of our -_} =
national representatives and senators. In June
state legislators were visited to encourage their
support for state aid to public libraries. Generally,
the elected officials and their aides were suppor-
tive of issues raised during the visits. The results
of our work will be seen as action is taken by the
national and state legislative bodies.
Library employees and friends have been
active in support of their beliefs about libraries.
Not enough can be said about the importance of
continual, personal contacts with elected officials.
They want to know the opinions of their constitu-
ents. Please make every effort to write or phone
your representative or senator when you know
he/she may be considering a vote on a bill that
iki | he affects libraries. If you would like more informa- RIES 4
tion about NCLATs activity in this area, contact
David Fergusson at Forsyth County Public Library
who chairs the Governmental Relations Com-
mittee.

On July 27 and 28 NCLA will co-sponsor a
literacy conference titled oPutting the Pieces
Together� with the North Carolina Literacy Asso-
ciation; the North Carolina Department of Com-
munity Colleges; the North Carolina Department
of Cultural Resources, Division of State Library;
Literacy South; the North Carolina Center for
Public Television; and the North Carolina Depart-
ment of Administration. The theme of the con-
ference will highlight partnerships for literacy
education in North Carolina. Five library-based

for the OVO

82"Summer 1990

1oa0

literacy programs will be featured in the sessions
of the conference. The keynote address will be
delivered on Friday afternoon by Governor James
Martin. The banquet speaker on Friday evening
will be a representative from Project Literacy U. S.
(PLUS). There will be ten (10) different sessions
Offered twice on Saturday morning to feature
Some literacy partnerships that work. Vendor
exhibits and literacy program displays will also be
a part of the conference. I hope that you can be
there to lend your support to this issue that is so
Vital to libraries.

The State Library of North Carolina and
Diana Young are leading the efforts to get citizen
input for the Governor's and White House Confer-
ences on Library and Information Science. Your
input is needed! A series of regional conferences is
being planned for the fall of 1990. You should
Mark your calendar and plan to be at the one that
will solicit input from your county. The regional
Conference sites were listed in a recent issue of
Tarheel Libraries, but if you need more informa-
tion you should call the State Library. The library
issues that will be taken by our delegates to the
White House Conference will be developed from
information gathered at the regional conferences
and the Governor's Conference. The State Library
has planned activities that will allow for input
from library personnel and citizens without re-
quiring a lot of travel. Please participate and
Make sure we give the process the grassroots sup-
Port that will ensure the advancement of libraries
in North Carolina. Watch Tarheel Libraries for
More information.

nN
Barbara Baker, President cl

Regional GovernorTs Conferences

Region 1: November 2, Macon County Public
Library, Franklin, NC.

Region 2: September 14, North Carolina
Central University, Durham, NC.

Region 3: November 16, Elizabeth City State
University, Elizabeth City, NC.

Region 4: October 26, Brunswick County
Technical College, Supply, NC.

Region 5: August 3, Davidson College,
Davidson, NC.

Region 6: October 12, Forsyth County Public
Library, Winston-Salem, NC.

Region 7: September 21, South Lenoir High
School, Kinston, NC.

Region 8: November 9, Caldwell County
Public Library, Lenoir, NC.

Region 9: December 14, Leath Memorial
Library, Rockingham, NC.

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Summer 1990"83

Over to You

Letters to the Editor

Dear Editor Bradburn:

In answer to oConservator� Jan Paris, who
wrote protesting my treating oa complex set of
issues� " the care of old books and the even
omore complex� question " the repair of old
books in a straightforward manner, I plead guilty.
I did simplify the care of old books.

Outside the rare book room of Wilson Library,
the book world is a different ball game. Most
librarians have neither the time nor the resources
nor the need to make care of old books complex.
They are busy down in the trenches; their budgets
and personnel are limited and they donTt have
many valuable books " if any.

Ms. Paris and I do agree on one point; the
important one: avoid excessive heat and humidity.
This is 99% of the battle in preserving old books.

Dressing books with Vaseline is just the top-
ping on the cake. ItTs cheap, readily available,
keeps well, wonTt spill, doesnTt smell and works
great. VaselineTs a lubricant not a glue. It will not
ocause adjoining volumes to become blocked or
bonded together�. This is not a statement of
theory but practice. Some 29 years ago, I started
dressing books with Vaseline and thousands of
volumes later, ITve not experienced the problems
that Ms. Paris warns about, including obiological
attack.�

Ms. Paris proclaims that orecent research
indicates that no real benefit to the flexibility of
the leather results from any of the leather dress-
ings in current use.� " a professional change of
opinion from a few years ago. Well, research or
not, ITm going to keep polishing my shoes and
slatering my leather books with Vaseline. I say
skin is skin and skin needs ogreasing�. I bet ten
years down the road my shoes and my books will
be in better condition than Ms. ParisTs.

However be it, librarians are in need of a
practical, simple, straightforward, brief manual
on the care of old books. Why donTt the profes-
sionals in the field get together, survey the sit-
uation and produce such a document?

Per Ms. ParisTs suggestion, I did call SOLINET
and Sandy Mayberry was most helpful and cheer-
ful though not at all approving of mixing Vaseline

84"Summer 1990

and books; the oConservators� do hue the party
line.

Sincerely,
Tom Broadfoot

P.S. Shoe polish is also great to use on leather
bindings; brings out the color. I prefer KIWI.

Dear NC Libraries:

I thoroughly enjoyed the special humor edi-
tion of North Carolina Libraries. There were a
number of good pieces in there that showed some
real imagination and flair. ItTs one of the best
recent assemblages of library humor that I've seen.
You are, in particular, to be congratulated for
reviving the insidious technique pioneered by The
Worm RunnerTs Digest of running the regular and
the humor sections back to front. That will, of
course, cause great consternation among those
who have to deal with binding that issue not to
mention those who then end up using a bound
volume. Great fun.

Thanks also for the honorarium that came in
the mail today. I hadnTt expected any payment
but do appreciate it. ItTs gone into a fund I main-
tain to help support various projects in the UConn
Library.

Collegially,

Norman D. Stevens
143 Hanks Hill Road
Storrs, CT 06268

aS
er

Copies of articles from
this publication are now
available from the UMI
Article Clearinghouse.

CECI. use

Mail to: University Microfilms International
300 North Zeeb Road, Box 91 Ann Arbor, MI 48106

Foreword

Ridley Kessler, Patricia Langelier, Guest Editors

The issue of North Carolina Libraries, dealing
Strictly with public documents, comes at a crucial
time for documents librarians and everyone con-
cerned with free access to governmental informa-
tion. For the last few years the federal depository
library program has been under siege as the
Private sector and various government agencies
have tried to turn over the control of the produc-
tion and dissemination of government information
to big business. Also, the specter of selling govern-
ment information to the highest bidder and allow-
ing the general public to use this information only
On a cost-recovery basis haunts those who have
Spent a lifetime protecting and nurturing the con-
Cept of free access. These fundamental issues are
being debated now in Congress. The fate of the
Depository Library Program and the future of
Public access to information produced by govern-
Ment hang in the balance. Marie ClarkTs article
focuses attention on this compelling concern.
Read it and react. This won't affect just your
Patrons/clients"it will also touch you. We encour-
age you to fight for your right to know. Several
Other articles in this issue echo these concerns.

At the state level, North Carolina citizens have
been guaranteed their right to free access by N.C.
Gen. Stat. 125-11 (1987). This North Carolina law
reorganized and improved the North Carolina
depository system. It will ensure that our chil-
drenTs children will be able to place ohands on� the
Publications of their state government. This law is
living proof of what good can come when con-
Cerned citizens join with an enlightened and pro-
8ressive legislature towards a common goal.

The articles in this issue reflect the diverse
areas of documents librarianship as well as the
varied backgrounds and expertise of documents
librarians. You will find practical, in-depth, and
up-to-date how-to articles"see DaltonTs simple
recipe for acquiring, processing, and using govern-
Ment documents in a small library; Abbott's path-
finder to technical report literature; Scott's field

2

Ridley R. Kessler, Jr. is Documents Librarian at the University
of North Carolina at Chapel Hill; Patricia Langelier is
Librarian at the Institute of Government, University of North
Carolina at Chapel Hill.

guide to maps; KroegerTs handbook of government
documents in the humanities; and StraussTs best
bets for business. Their articles make this issue a
reference tool and resource directory of state and
federal government publications and agencies.

Included in this issue are historical essays
that chronicle the growth, development, and ac-
complishments of an important, official govern-
ment watchdog"the Depository Library Council
(Tulis), and that outline the career of an excep-
tional documents librarian (Porter) and trace the
beginnings of a government publishing family
(Boeringer).

Both public and technical services librarians
will be enlightened by the articles by Hanerfeld
and Hulyk. One describes the experience of be-
coming a depository for North Carolina docu-
ments; the other offers advice on identifying rare
documents and provides practical suggestions for
protecting the past.

We thank the authors for their expert contri-
butions. We hope that you will be rewarded by
their efforts and persuaded by their evidence.

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Summer 1990"85

Government Information Policy
and
the Future of

the Depository Library Program

Marie L. Clark

AuthorTs Note: This article states the personal, professional
concerns of a documents librarian who has witnessed, over the
last twenty years, the decrease in freely accessible information
from the U.S. government to the citizens of the government
services. This decrease in information received through the
Depository Library Program impacts library budgets
dramatically.

Democracy " a state of society characterized
by formal equality of rights and privileges; the
common people of a community as distinguished
from any privileged class; the common people
with respect to their political power.!

The political power of a people is dependent
upon the information it possesses. James Madison
articulated that relationship very clearly in 1822:

A popular government, without popular information, or
the means of acquiring it, is but a Prologue to a Farce or
a Tragedy; or, perhaps both. Knowledge will forever
govern ignorance; and a people who mean to be their
own Governors must arm themselves with power which
knowledge gives.�

The federal governmentTs Depository Library
Program is the American peopleTs omeans of ac-
quiring� information by and about their govern-
ment. Evolving federal information policy suggests
1990 is the year MadisonTs Prologue ends anad the
Farce or Tragedy begins.

Originating with legislation in 1812° and
strengthened by Congress in 1869 when the posi-
tion of Superintendent of Documents was estab-
lished and charged with the duty of opacking and
distributing� public documents free to depository
libraries and to various officials,* the Depository
Library Program has come to be accepted by
many librarians and their patrons as a guarantee.
However, the erosion of the Depository Library
Program has been going on for over ten years.
This new decade may see irrevocable changes

Marie L. Clark is Head of the Public Documents/Maps De-
partment at Perkins Library, Duke University, Durham.

86"Summer 1990

that will affect the ocommon people� and their
ability to acquire information by. and about their
government.

Why is this happening? Who is responsible for
the present situation? The blame can be spread
democratically among many groups. It can be
placed on federal administrators and on Congres-
sionally elected representatives who are responsi-
ble for formulating federal information policy. It
can be placed on those in the Information Industry
Association who have lobbied for the right to
access and sell government information at a profit.
And it can be placed on the library profession
which has often failed to provide adequate access
to depository collections.

In the last ten years two benchmarks in the
formation of federal information policy stand out:
The Paperwork Reduction Act (PRA) of 1980 (44
USC 3501 et. seg.) and the Office of Management
and Budget (OMB)Ts Circular A-130, issued on
December 24, 1984 (50 FR 52730). The combina-
tion of the PRATs stated intent oto reduce paper-
work and enhance the economy and efficiency of
the government and the private sector by improv-
ing Federal information policy making,� and A-
130Ts criteria that the information to be collected
by agencies have opractical utility� that could be
odemonstrated� by showing that the oexpected
public and private benefits from government in-
formation ... should exceed the public and private
costs of the information�¢ has resulted in: the sig-
nificant erosion of public information dissemi-

nated through the Depository Library Program.
Through the PRA and Circular A-130, the
Reagan administration established the principle
of privatization of public information, that is, the
selling of public information by the private sector.
This principle was further strengthened by the
recommendations of the PresidentTs Private Sector
Survey on Cost Control and by passage of the
Gramm-Rudman-Hollings Budget Reduction Act

of 1985. The Information Industry Association
(IIA) gained ground through these measures, the
result of IIATs lobbying efforts and claims that the
private sector should not be subjected to the
ounfair competition� of the free distribution of
government produced information through the
Depository Library Program. Robert S. Willard,
Manager of Government Markets at Mead Data
Central, Inc., has stated, oIt is a matter of public
record that the Information Industry Association
has generally been pleased with the OMB A-130
Circular.��

These policies of the 1980s continue into the
1990s, with proposed revisions to both A-130 and
the Paperwork Reduction Act having the power
to effect substantial. changes in the Depository
Library Program. The publicTs free and equitable
access to information produced by its govern-
Ment is, presumably, currently guaranteed by
Title 44, United States Code, 1901 et. seq. Title 44
defines a oGovernment publication� as oinforma-
tional matter which is published as an individual
document at Government expense, or as required
by law.� The Code states that these publications
oshall be made available to depository libraries
through the facilities of the Superintendent of
Documents for public information� and that
oDepository Libraries shall make Government pub-
lications available for the free use of the general
Public.�

The advent of new technology, including CD-
ROMs and online access to information, has
Prompted OMB and others to look anew at these
definitions and to reassess which information
Products should be included in the depository
Program. On January 4, 1989, OMB issued pro-
Posed revisions to A-130.8 Under these revisions,
A-130 would also apply to information in elec-
tronic formats. OMB would tell agencies how to
decide whether to disseminate information in
electronic format and establish guidelines for
agencies on ways to avoid ounfair competition�
With the private sector. After receiving more than
two hundred negative responses from concerned
librarians and others, OMB withdrew these pro-
Posals in June 1989.

The principles embodied in the January 1989
A-180 criteria, however, have now resurfaced in
Statutory language in the 1989 proposed amend-
Ments to the Paperwork Reduction Act (PRA)
and in the Government Printing Office Improve-
Ment Act of 1990, two measures on the agenda of
the 101st Congress, 2nd Session. The Paperwork
Reduction And Federal Resources Management
Act of 1989 (H.R. 3965) and its companion bill,
The Federal Information Resources Management

Act of 1989 (S. 1742), do recognize the role of
depository libraries in the dissemination of gov-
ernment information. Both bills require agencies
to provide government publications in electronic
format to the Superintendent of Documents for
distribution to libraries. Other sections of the
proposed legislation, however, substantially in-
crease OMBTs power to regulate agenciesT informa-
tion dissemination activities and enhance OMBTs
budgetary control over the agencies producing
the information. Many librarians fear that this
legislation establishes OMB as an oinformation
czar� whose ties to the private sector will result in
the privatization and selling of even more govern-
ment information which used to be distributed
through the depository library system for the free
and equitable use by all. Both critics and pro-
ponents of this legislation agree that the bill is a
compromise by the information industry, public
interest groups, and OMB officials and represents
a considerable revision of the philosophy behind
Title 44 and its predecessors in 1812 and 1869.

In assessing the role of
Congress and OMB, libraries
and librarians need to assess
their roles in the formation of
government information policy
and the effect library policies
have on the Depository

Library Program.

Adding to depository librariansT apprehen-
sions about language in H.R. 3965 and S. 1742 is
language in the Government Printing Office
Improvement Act (H.R. 3849). This act amends
Title 44, United States Code, oto reform the public
information functions of the Public Printer and
the Superintendent of Documents� by adding the
following to section 1902:

Access to information services may be made available to
depository libraries by the Superintendent of Documents
subject to agreement between the Superintendent and
the component of the Government issuing the service.
Such an agreement must describe the terms and con-
ditions of access, including arrangements for cost shar-
ing, such as contributions from service users, depository
libraries, the issuing component of Government, and
appropriations for the depositiory library program.®

As the Government Documents Round Table
(GODORT) of the American Library Association
wrote in a letter to the billTs proponent, Congress-
man Jim Bates of California, this is oa change in

Summer 1990"87

CongressTs policy of providing access to govern-
ment information in depository libraries without
direct cost to the users. The implication that
these services might not be available unless ~con-
tributionsT are made by depositories and users is
of serious concern to us.�!°

The Association for Research Libraries and
the American Library Association have responded
to Congress that both public and private institu-
tions with depository library collections are al-
ready cost-sharing partners in the delivery of
government information to the public by providing
building space, staff, and intermediary services
between the government and the information
users. A survey of sixty-five regional and selective
depositories revealed a collective annual budget
of some $20 million allocated to the depository
collections in their libraries. Compare this to the
total of $25 million that it cost the federal gov-
ernment in 1989/90 to distribute millions of pub-
lications to the 1400 depository libraries."

Information gaps are wider
and more frequent.

In assessing the role of Congress and OMB,
libraries and librarians need to assess their roles
in the formation of government information policy
and the effect library policies have on the Deposi-
tory Library Program. Title 44, Section 1911,
states, oDepository libraries shall make Govern-
ment publications available for the free use of the
general public.� Most libraries have interpreted
this to mean ohouse� or ostore� depository collec-
tions, usually uncataloged and little publicized. Is
it true, as Bruce Morton, Assistant Dean of Public
Services at Montana State Libraries, asserts, othat
libraries use depository status to build their col-
lections for their most immediate clientele and
not for the people of any Congressional district�?
Most documents librarians have experienced the
difficulties of arguing a case for the actual and
potential user of government publications to li-
brary administrators, urging that documents be
represented in the public catalogs of their librar-
ies. But most libraries have had their own version
of OMBTs Circular A-130: the cost of providing
access to government publications received in the
depository program must not exceed the expected
public benefits and use of them. There are too
many stories, over the years, about the oweird
materials� that showed up in daily boxes from
Washington which were relegated to the base-
ment, to closets, to the trash. If the question,
oHave we really delivered documents to the

88"Summer 1990

people?� is answered ono� by depository libraries
and librarians, then it is surprising that federal
information policy has not previously encom-
passed the privatization of government informa-
tion and the elimination of the Depository Library
Program. Yes, libraries do share significant costs
in the program, as has already been noted, but the
collection of that cost data, or even the idea of
collecting that data, is a relatively recent phenom-
enon which has emerged only in the face of the
potential loss of the materials received through
the Depository Library Program. A case of too
little, too late? The situation is as Pogo described
it when he emerged from the swamp and said,
oWe has met the enemy, and he is us.�

What do the thirty-four federal depository
libraries of North Carolina, or any depository
library, have to lose by the changes in federal
information policy? Many government publications
have been simply eliminated, including the 1800
titles that then Presidential Counselor Edwin
Meese III and Joseph Wright, Deputy Director of
the Office of Management and Budget, were photo-
graphed stuffing into a trash bag at a 1984 White
House omedia event� extolling the virtues of govern-
ment economy. Depository libraries increasingly
must pay for titles which have been eliminated
from the depository program, privatized, and of-
fered for sale by commercial vendors. Top (Trade
Opportunities Program) Bulletin was available
to the depository libraries free of charge until
October 1987. The database was then turned over
to a commercial publication, Journal of Commerce,
which sells for $175.00 a year. The U.S. Census
Bureau computer tape of zip code information,
compiled from the 1980 decennial census, was
turned over to CACI Source Products, a com-
mercial publisher who oenhanced� the database,
produced it in book form as Sourcebook of Demo-
graphics and Buying Power for Every Zip Code
in the U.S.A. and sold it to, among others, depos-
itory libraries which should have received the
information free along with other 1980 census
materials. Price for the one volume is $675.00.
Shock and Vibration Digest, a U.S. Naval Research

When private vendors elect
to sell only that public infor-
mation that is profitable to
them, the result is a form of
censorship.

Laboratory publication formerly distributed
through the depository system, now costs over

$200 a year from a commercial vendor. Informa-
tion gaps are wider and more frequent. Adminis-
trative Notes, the newsletter of the Federal Deposi-
tory Library Program, lists increasing numbers of
Publications that agencies either are no longer
Publishing due to budget restraints or because
they have insufficient copies to supply to the
Government Printing Office for distribution.
Among these publications are Outlook 89: the
65th Annual Agricultural Outlook Conference,
Annual Energy Outlook 1988, and many monthly
issues of serials publications, such as the April
1988 issue of Arms Control Update and the March
1989 list of GAO reports. As more information is
produced in electronic format, depository libraries
are faced with peculiar situations. Some Census
Bureau CD-ROMs are supplied in the depository
Shipments, but the software necessary to access
them must be purchased from a private vendor.
While the role of the private sector in providing
Online Jaccess to the numerous federal databases
is being debated by Congress, the depository librar-
ies have no access to this information unless they
Pay access fees and telecommunications costs. It
is as if the outcome is already decided before the
debate is finished.

Obviously, libraries, if they wish to continue
to receive government-produced information, will
need to allocate more of their collections budgets
for these materials. But user fees, either imple-
mented by libraries or mandated by statute, create
oinformation haves� and oinformation have-nots.�
They do not perpetuate a society ocharacterized
by formal equality of rights and privileges.� When
private vendors elect to sell only that public infor-
mation that is profitable to them, the result is a
form of censorship. These are but a few of the

more immediate effects. Future, and as yet un-
known, consequences will undoubtedly follow.
Certainly documents librarians, and others, know
that we have less and less access to less and less
information by and about our government. The

Leen

... we have less and less
access to less and less infor-
mation by and about our

government.
Dn

words of James Madison are as relevant now, to
all parties involved in the process, as they were in

1822. The Play is beginning!

References

1. WebsterTs Third New International Dictionary (Springfield,
MA: Merriam-Webster, 1981), 600.

2. James Madison in a letter to W. T. Barry, August 4, 1822.

3. U.S. Congress. Joint Committee on Printing, Government
Depository Libraries: The Present Law Governing Designated
Depository Libraries (Washington: Government Printing Office,
1983), 4.

4. 15 Stat. 292.

5. 94 Stat. 2812.

6. 50 FR 52736.

7. oWhose Information Is It Anyway? The Privatization of
Government-Produced Information,� Government Publications
Review 13 (May-June 1986):325.

8. 54 FR 214-220.

9. HR 3849 Sec. 5(b).

10. Susan Tulis, GODORT Chair, in a letter to Congressman
Bates, January 10, 1990.

11. Eileen Cooke, Director, ALA Washington Office, in a letter to
Congressman Bates, January 20, 1990.

12. Bruce Morton, oPerceptions of Power, the People, and Future
Access to U.S. Government Information,� DTTP (Documents to

the People) 17 (March 1989):9. al
(

Summer 1990"89

A New Edition in Paperback!

COMMONSENSE
CATALOGING

A CatalogerTs Manual
Fourth Edition, Revised
By Rosalind E. Miller and
Jane C. Terwillegar

182 pp. 1990 ISBN 0-8242-0789-0
$23 U.S. and Canada;
$26 other countries.

The Revised Fourth Edition of Common-
sense Cataloging has been enhanced and
updated to reflect the latest developments
and changesin current cataloging practices.
Providing general rules and explanations
for cataloging print andnon-print materials,
this standard handbook meets the needs of

librarians and library students alike through
the 1990s.

A concise, practical review of cataloging tech-
niques, the Revised Fourth Edition covers:

¢ Newly revised international cataloging
rules (AACR2)

¢ Changes in cataloging practices due to
automation

¢ New editions of otherstandard cataloging
tools

¢ The impact of new technology and non-
book formats on current cataloging
practices.

Each chapter of Commonsense Cataloging
concludes with asummary of concepts and
terms introduced in the preceding pages.
A bibliography and a glossary of technical
terms round out the volume.

90"Summer 1990

SEARS LIST OF

SUBJECT HEADINGS

Thirteenth Edition
Edited by Carmen Rovira and
Caroline Reyes

681 pp. 1986 ISBN 0-8242-0730-0
$34 U.S. and Canada;
$39 other countries.

The best-known subject headings list for small
to mid-sized libraries for nearly seventy years,
Sears List of Subject Headings has been re-
vised and expanded to make it more valuable
than ever.

Doc Soup: Dealing with Documents
in Small Non-Depository Libraries

Lisa K. Dalton

I suspect that every depository librarian in
the United States would contend that government
documents are underutilized. Generally, this con-
Cept is justified, as the process of acquiring, pro-
Cessing, and especially using government publica-
tions has gained a pea soup image of confusion
and struggle.

This article, however, is not for depository
librarians; its purpose is to convince librarians in
Small public libraries and school media centers"
Notorious underutilizers"that collecting govern-
Ment publications at the federal and state levels is
both achievable and desirable.

When I agreed to write this article I was a
depository librarian. Federal depositories receive
hundreds of documents weekly; and since I had
been saturated in this environment for several
years, I wanted to explain how easy it is to put
government publications to use in all libraries. I
Wanted to demonstrate that the Government Print-
ing Office is just another publisher like Gale or
Oryx, and that responsible collection development
demands reviewing GPO catalogs and studying
Published bibliographies of useful titles.

Now that I work in a small public library, Iam
beginning to understand that identifying and ob-
taining documents is not necessarily a simple
Matter; and the GPO, with its bureaucratic prac-
tices, is not just another publisher. The fact that
GPO requires advance payment, for example,
Makes ordering from this agency unpopular in
Many school media centers and local governments
that pay only for items actually received.

Nevertheless, government information must
be an essential part of a libraryTs resources as

documents are frequently a unique source of
information, and sometimes they are the only
Place to go for an official, definitive answer. What
Can substitute for the Catalog of Federal Domestic
Assistance! when an eager young couple comes in
Wanting to know about financial aid for starting a
Small business? How do librarians who are budget-

ing their time as well as their finances go about
a

Lisa K. Dalton is Reference Librarian at Rockingham County
Public Library, Eden, North Carolina.

selecting, acquiring, and organizing government
publications?

Selection

Sales and marketing are an important part of
GPOTs mission, and several free catalogs, described
below, are available by writing the Superintendent
of Documents, U.S. Government Printing Office,
Washington, D.C. 20402-9325.

U.S. Government Books is attractive, anno-
tated, and illustrated. Listing approximately one
thousand titles for sale in each issue, the catalog
highlights recent releases in a separate section.
Although GPO will send as many copies of this
catalog as are requested, it does not maintain a
mailing list for this title. Those who order from
the catalog will receive the next one automatically.
Otherwise each update must be requested individ-
ually. It is a simple matter to type up a stack of
postcards requesting the latest issue of U.S. Gov-
ernment Books and mail them out two or three
times a year.

New Books is designed to appeal to profes-
sionals, and lists more titles than U.S. Govern-
ment Books, but it includes no annotations. A nice
feature in this catalog is the list of government
Best Sellers in the back, a quick checklist. A
mailing list is maintained for this title.

Librarians who want to concentrate on spe-
cific subject specialties should request a copy of
the Subject Bibliography Index. Each Subject
Bibliography (SB) is a list of popular sales items.
Space, Rockets, and Satellites; National Defense
and Security; and Drug Abuse are three examples
of the more than two hundred titles in this series.
If a library collects heavily in one of the subject
areas, a good promotional device is to request an
extra hundred copies of the relevant SB for dis-
tribution to patrons.

A final selection aid available frrom the Super-
intendent of Documents is Government Periodi-
cals and Subscription Services, popularly known
as Price List 36. As the title indicates, this catalog
lists government serial publications. Most of the
Wilson indexes, even ReaderTs Guide to Periodical

Summer 1990"91

Literature, include a few documents among the
titles they index, and more scholarly guides like
PAIS Bulletin include many.

All of the titles listed above include only
government publications that are for sale. The
single widely available catalog that advertises free
documents is the Consumer Information Catalog,
which is available quarterly from Consumer Infor-
mation Center, P.O. Box 100, Pueblo, Colorado
81002. The Consumer Information Center will
add customers to their mailing list who will accept
at least twenty-five extra copies of the catalog to
distribute.

The most comprehensive list of North Caro-
lina state publications is the Checklist of Official
North Carolina State Publications. A bimonthly
compilation of cataloging records, the Checklist is
available at no charge to librarians who request it
from Division of State Library, 109 East Jones
Street, Raleigh, North Carolina 27601-2807.

As a beginning step, reviewing catalogs is an
easy and efficient way to select government docu-
ments. However, as agencies are identified which
are most likely to have useful publications for
specific collections, it is appropriate to contact
these agencies directly and ask to be put on
mailing lists for their publication announcements.
The US. Bureau of the Census, for example, main-
tains a mailing list for its Monthly Product An-
nouncement.? Upon the completion of the 1990
decennial census, these announcements will be of
particular interest for the next two to four years.

... the process of acquiring,
processing, and especially
using government publica-
tions has gained a pea soup
image of confusion and
struggle.

Two commercial publications which will be
useful for identifying appropriate agencies and
which provide addresses and phone numbers are
Carol SmallwoodTs A Guide to Selected Federal
Agency Programs and Publications for Librar-
tans and Teachers~ and Michael Spencer's Free
Publications from U.S. Government Agencies, A
Guide. These two books will both be of continuing
usefulness for this purpose because they are less
concerned with itemizing specific titles than with
explaining agency functions and discussing types
of publications available. The United States Gov-
ernment Manual~ is the official directory of fed-

92"Summer 1990

eral agencies and is therefore essential for finding
addresses and telephone numbers. The Govern-
ment Manual also lists agency name changes and
defunct offices.

The Directory of the State and County Offi-
cials of North CarolinaT provides mailing informa-
tion for state agencies. In addition, the Checklist
of Official North Carolina State Publications lists
addresses for agencies whose publications it in-
cludes in individual issues. Another State Library
product, oCore Collection of North Carolina State
Documents,�® is a valuable basic selection tool.
(See end of article.) Just three pages long, this list
notes eighteen state publications"several are
available to libraries at no charge"which should
be included in all North Carolina libraries, as well
as recommending titles for more comprehensive
collections. Ordering information is included for
each title.

When requesting publication lists from state
agencies, the Institute of Government's (IOG)
catalog should be included (Publications Office,
Institute of Government, CB¥ 3330, Knapp Build-
ing, University of North Carolina at Chapel Hill,
Chapel Hill, North Carolina 27599-3330). The IOG
does not participate fully in the state depository
program, but its publications explain state and
local government activities and should not be
overlooked.

The previous paragraphs identify steps inter-
ested librarians can take in order to stay actively
informed of new government publications. Another
important step involves scanning library literature
for announcements and reviews. Several library

journals, including RQ and Booklist, have regular

features highlighting government documents. Ver-
tical File Index is a good source for inexpensive
pamphlets issued by various agencies.

Acquisition

Having made the effort to collect catalogs
and establish a place on agency mailing lists, and
then of course to select appropriate titles from
these tools, librarians must decide how to order
them or, more accurately, how to pay for them. In
the catalogs mentioned above are order blanks
and accurate bibliographical information.

The Government Printing Office accepts
checks, money orders, and credit cards, and has a
deposit account plan, described in U.S. Govern-
ment Books, which is very convenient. For most
libraries these mechanisms will be sufficient. The
catch is that GPO will not bill, and many libraries,
especially school libraries, cannot pay for an item
until it has been delivered and an invoice has been

Sent. One high school media coordinator told me
that she had not ordered the Occupational Out-
look Handbook for years because there had been
No way to pay for it.

GPO tries to be accommodating. If a library
will submit a purchase order, upon request GPO
Will prepare a pro forma invoice, in as many
Copies as desired, and will return it with the
purchase order to the customer agency for the
issuance of a check. When the purchase order and
check are sent to GPO, the document will be
delivered.

Alternative arrangements can sometimes be
made. Frequently an issuing agency will have
Copies of its publications that it can distribute at
no charge; GPO must always charge. A form letter
that reads, oIf available at no charge, please send
[number] copies of [leave space for multiple
titles] to [name and address]. If there is a charge
for these publications, please send only ordering
information. Thank you.� is a simple device. Some-
times agencies will be very cooperative; at other
times they will refer inquiries back to GPO.

A second option for acquiring government
publications is to go through a jobber who can
send out invoices. Baker and Taylor has a oContin-
uation Service� list of U.S. government serials
which it will supply; individual titles can be re-
quested as well. In its promotional literature, the
Book House claims to supply government publica-
tions at local, state, and federal levels upon re-
quest. Susan L. Dow has prepared a list of jobbers
who will acquire government publications, and
identifies their pricing practices as well as whether
they supply municipal, state, federal, or inter-
national titles.2 The disadvantages of using these
services are that they may not be able to fill all
requests, and that they almost certainly will
charge more for the documents than the publish-
ing agency would.

Federal documents are not copyrighted, and
Sometimes commercial publishers will reprint a

_{"_"_"""

... government information
must be an essential part of
a libraryTs resources ...

see

Publication. The government encourages this prac-
tice; specifically, the Office of Management and
Budget requires omaximum feasible reliance on
the private sector for the dissemination of prod-
ucts or services.�° Depository librarians become
terribly offended with this policy because it con-
stitutes a threat to the concept of free distribu-

tion of government documents to their collections.
For non-depository librarians, commercial re-
prints or reissues can be helpful if they cost less
than the original version or if they have been
modified so that there is added value. A good
index, for example, adds value. Taking several
publications and combining them into reference
compilations can be another method of increasing
usefulness.

If government documents are
underutilized, much of the
blame lies in the way they are
organized:

GPO gives a twenty-five percent discount to
designated bookdealers and educational book-
stores, or to anyone ordering one hundred or
more copies of a single publication or subscription.
So it is feasible for a commercial publisher to sell
popular government titles for less than the price
announced in U.S. Government Books. A Basic
Guide to Exporting, originally listed by GPO at
$8.50, was advertised in an NTC (National Text-
book Company) Business Books catalog at $7.95.
However, there is a much higher probability that
the commercial publisher will count on a con-
sumerTs unfamiliarity with government publica-
tions and elevate the price considerably.

Sometimes there is no way to avoid ordering
directly from GPO and paying in advance. In such
cases, school librarians have used available funds
from lost book fines, PTA donations, or other gifts
to meet the governmentTs requirements."

Information concerning the acquisition of
state publications is more limited than for federal
titles. In North Carolina, the Checklist provides
instructions for ordering the documents it lists.
Paper copies should be ordered from the issuing
agency, but microfiche copies may be requested
through Interlibrary Loan from the State Library
for the cost of duplicating the fiche. Copies may
also be borrowed or reproduced from state depos-
itory collections.

Organization

If government documents are underutilized,
much of the blame lies in the way they are
organized:

It is essential to address the question of accessibility in
determining whether to add particular items to your
collection. It does little good to have material on library

shelves if library patrons cannot make use of them... If
there is no existing access point to a publication, or your

Summer 1990"93

library cannot afford the only one available, it would
generally be a mistake to select the item.!2

That is, if documents are not cataloged, they
become harder to find. It is wise to consider,
before selection if possible, how to make govern-
ment publications as logical a product of a patronTs
search as any other library materials.

With many documents, cataloging is an obvi-
ous choice. If a library has spent eighty-two dol-
lars on the Biographical Directory of the United
States Congress, 1774-1989, full cataloging is to be
expected. However, General Information Concern-
ing Patents, a forty-five page booklet available for
two dollars, or the brochure, Comparing Contra-
ceptives, may not warrant full cataloging records.
Where does the item belong? If the library main-
tains a working vertical file collection, many docu-
ments fit in well there. The Rockingham County
Public Library adds short records to its online
catalog as vertical file materials are circulated.
This is particularly effective when keyword search-
ing is available.

In his article, oDead End for Documents"
Alternatives to the Vertical File,� Frank Lee sug-
gests placing ephemeral materials in pamphlet
files in the stacks.!® Government periodicals should
be filed with other periodicals, especially when
they are included in commercial indexes.

Whatever the choice, separate documents
collections should be avoided in small libraries
because they tend to be relegated to obscure
corners and forgotten. Integration will promote

... separate documents
collections should be avoided
in small libraries because
they tend to be relegated to
obscure corners and
forgotten.

the use of the documents in the collection simply
because of the browsing factor.

Conclusion

There are no simple recipes for collecting
government documents. To be done well, selection
procedures should be followed on a continuing
basis. A system should be worked out that will
allow a successor to know which documents have
been ordered in the past and what should be
requested on a recurring basis. Once documents
are in the collection, they should be as easy to find
as any comparable library materials.

Collecting government publications is hardly
as easy as duck soup, but it is a responsible prac-

~tice that will add spice and balance to library

collections.

References
1. US. Office of Management and Budget. Catalog of Federal
Domestic Assistance. Annual, looseleaf with updates. (Wash-
ington, D.C.: Government Printing Office).
2. Checklist of Official North Carolina State Publications. Bi-
monthly. (Raleigh: North Carolina Division of State Library).
3. U.S. Bureau of the Census. Monthly Product Announcement.
(Washington, D.C.: User Publications Section, Bureau of the
Census). To subscribe, contact Customer Services, Bureau of the
Census, Washington, D.C. 20233; (301) 763-4100.
4. Carol Smallwood, A Guide to Selected Federal Agency Pro-
grams and Publications for Librarians and Teachers. (Littleton,
Colorado: Libraries Unlimited, 1986).
5. Michael G. Spencer, Free Publications from U.S. Government
Agencies: A Guide. (Englewood, Colorado: Libraries Unlimited,
1989).
6. U.S. Office of the Federal Register. U.S. Government Manual.
(Washington, D.C.: Government Printing Office, 1989), 52.
7. Directory of the State and County Officials of North Carolina,
compiled by John L. Cheney, Jr. (Raleigh, NC: Secretary of State,
1989).
8. The oCore Collection of North Carolina State Documents� is
excerpted from North Carolina State Documents Depository
System: Handbook for Depository Libraries (Raleigh, NC: North
Carolina State Publications Clearinghouse, 1989).
9. Susan L. Dow, oA Selective Directory of Government Docu-
ment Dealers, Jobbers and Subscription Agents,� Serials Li-
brarian 14 (1988): 157-186.
10. Federal Register, 24 December 1985, p. 52736.
11. oWhatTs Up, Docs? Documents in the Schools,� presented by
the North Carolina Library Association Documents Section at
the NCLA Biennial Conference, October 13, 1989, in Charlotte,
North Carolina.
12. oCollection Development Policy,� Federal Depository Library
Manual. (Washington, DC: Government Printing Office, 1984), 4.
13. Frank Lee, oDead End for Documents"Alternatives to the
Vertical File,� Public Library Quarterly 6 (Fall 1985): 51-55.

94"Summer 1990

Core Collection of North Carolina
State Documents

EditorTs Note: The Core Collection of North Carolina State
Documents is a list of thirty-seven titles that was drafted by
Michael Cotter for the Depository System Committee of the
Documents Section of the North Carolina Library Association
in 1986. This Core list was included in materials used by the
Committee for background information for the North Carolina
State Documents Depository System and is part of the Handbook
for Depository Libraries, available from the North Carolina
State Publications Clearinghouse.

Level 1: For basic collections in all North
Carolina libraries.

Level 2: For intermediate collections in met-
Yopolitan libraries.

Level 3: For comprehensive collections in
research libraries.

All North Carolina libraries should have publi-
Cations marked Level 1. Level 2 collections should
have all publications marked 1 or 2. Level 3

Collections should have all publications marked 1,
2, or 3.

1Checklist of official North Carolina state publi-
cations (bimonthly).
Division of State Library, North Carolina De-
partment of Cultural Resources, Raleigh, NC
27601.
Free to all libraries; not distributed to individ-
uals.

°County government in North Carolina (1989
latest).
Publications Office, Institute of Government,
Knapp Bldg. CB#3330, UNC-Chapel Hill,
Chapel Hill, NC 27599-3330.
1 free copy to libraries, additional copies
$18.50 plus 5% tax.

2Crime in North Carolina (Uniform crime
reports) (annual). :
Division of Criminal Information, Department
of Justice, 407 N. Blount St., Raleigh, NC
27601-1009.
Free to State Government libraries. $15.00 to
all other libraries.

~Daily Bulletin of the General Assembly (during
legislative sessions).
Robert P. Joyce, Publications Office, Institute
of Government, Knapp Bldg. CB#3330, UNC-
Chapel Hill, Chapel Hill, NC 27599-3330.
Price varies. Governmental rate for libraries:
$30.00-$60.00 first class, $15.00-$30.00 third
class; $150.00-$300.00 for Bulletin Service and
copies of bills introduced.

1Directory of manufacturing firms in North
Carolina (biennial).
Industrial Development Division, North Caro-
lina Department of Commerce, Department
D, P.O. Box 25249, Raleigh, NC 27611. $52.50
to all libraries.

Directory of the state and county officials of
North Carolina (annual).
Secretary of State, Room 302, Legislative Office
Building, 300 N. Salisbury St., Raleigh, NC
27603-5905.
$2.00.

\Directory of trade and professional associa-
tions.
School of Business and Economics, University
of North Carolina at Greensboro, Greensboro,
NC 27412-5001.
$14.75.

2The General Assembly of North Carolina: a
handbook for legislators (1985 latest).
Publications Office, Institute of Government,
Knapp Bldg., CB¥#3330, UNC-Chapel Hill,
Chapel Hill 27599-3330.
$7.50.

1General statutes of North Carolina.
Michie Company, P.O. Box 7587, Charlottes-
ville, VA 22906-7587.
$700.00 set; yearly price varies according to
the extent of revisions needed; approximately
$400.00 per year.

2Guide to research materials in the North Caro-
lina State Archives, section b: county
records (1990 latest).
Division of Archives and History, North Caro-
lina Department of Cultural Resources, 109
E. Jones St., Raleigh, NC 27601.
$10.00; 10% discount to libraries; $2.00 post-
age; order from Historical Publications Sec-
tion, same address.

2Municipal government in North Carolina.
Publications Office, Institute of Government,
Knapp Bldg. CB#3330, UNC-Chapel Hill,
Chapel Hill, NC 27599-3330.
1 free copy to all libraries, additional copies
$15.00 plus 5% tax.

3North Carolina administrative code.
Office of Administrative Hearings, P.O. Drawer
11566, Raleigh, NC 27604.
$750.00 first year; $350.00 renewal; prices for
individual volumes available.

1\North Carolina agricultural statistics (annual).
North Carolina Department of Agriculture, 1
W. Edenton St., P.O. Box 27767, Raleigh, NC
27611.
Free.

Summer 1990"95

2North Carolina building code (irregular).

Code Council Section, North Carolina Depart-
ment of Insurance, P.O. Box 26387, Raleigh,
NC 27611.

$103.00 for 8 volumes; individual prices
available.

~North Carolina education directory (annual).
Publications Division, Department of Public
Instruction, Room 101, Education Building,
Raleigh, NC 27603-1712.
$5.00 if picked up; $6.00 with tax and postage.

~North Carolina General Assembly, House of
Representatives, rules"directory (biennial).
Office of the Clerk, North Carolina House of
Representatives, Room 2319, State Legislative
Building, Raleigh, NC 27611.

Free.

1North Carolina General Assembly, Senate,
rules"directory (biennial).

Office of the Clerk, North Carolina Senate,
Room 2020, State Legislative Building, Raleigh,
NC 27611.

Free.

1North Carolina government, 1585-1979.
Secretary of State, Room 302, Legislative Of-
fice Building, 300 N. Salisbury St., Raleigh, NC
27603-5905.
$31.35. ~

1North Carolina highway map (annual).

North Carolina Department of Transporta-
tion, P.O. Box 25201, Raleigh, NC 27611.
Free; also may be obtained from local office.

?North Carolina legislation (annual).
Publications Office, Institute of Government,
Knapp Bldg., CB#3330, UNC-Chapel Hill,
Chapel Hill, NC 27599-3330.

Price varies: 1989 ed., $20.00. Short sessions,
$10.00-$12.00.

1North Carolina manual (biennial).

Secretary of State, Room 302, Legislative Of-
fice Building, 300 N. Salisbury St., Raleigh, NC
27603-5905.

Free to NC public and school libraries on
inquiry; $12.00 mailed in-state, or $15.00
mailed out-of-state.

2North Carolina municipal population (annual).
Library, Research and Planning Services, Of-
fice of State Budget and Management, 116 W.
Jones St., Raleigh, NC 27603.

Free.

3North Carolina register (twice a month).

Office of Adminstrative Hearings, P.O. Drawer
11666, Raleigh, NC 27604.
$105.00 per year.

96"Summer 1990

3North Carolina reports and North Carolina
Court of Appeals reports (continuing).
Administrative Office of the Courts, P.O. Box
2448, Raleigh, NC 27602.
Prices vary for bound volumes; advance
sheets, $66.11 per year.

~North Carolina state capitol telephone directory
(annual).
Facility Management Division, Department of
Administration, 431 N. Salisbury St., Raleigh,
NC 27611.
Free to state employees on the State Centrex
System; sold to all others for $3.00 per copy.

1North Carolina state government statistical
abstract (irregular, 1984 latest).
Library, Research and Planning Services, Of-
fice of State Budget and Management, 116 W.
Jones St., Raleigh, NC 27603.
$4.00 plus tax.

1North Carolina statistical register.
Library, Research and Planning Services, Of-
fice of State Budget and Management, 116 W.
Jones St., Raleigh, NC 27603.
Free to State Depository Libraries. $5.00 plus
tax to all others.

~North Carolina vital statistics, vols. 1 and 2
(annual).
Division of Statistics and Information Services,
Dept. of Human Resources, Cotten Building,
Box 27687, Raleigh, NC 27611-7687.
Free.

'Popular government (quarterly).
Publications Office, Institute of Government,
Knapp Bldg., CB#3330, UNC-CH, Chapel Hill,
NC 27599-3330.
$8.00 per year.

1Profile, North Carolina counties (1986 ed. latest,
with 1987 update).
Library, Research and Planning Services, Of-
fice of State Budget and Management, 116 W.
Jones St., Raleigh, NC 27603.
$10.00 plus tax; update $5.00 plus tax.

2Salary plan, State of North Carolina (1988
latest).
Office of State Personnel, 116 W. Jones St.,
Raleigh, NC 27603.
Free to libraries.

2Session laws (annual).
Secretary of State, Room 302, Legislative Of-
fice Building, 300 N. Salisbury St., Raleigh, NC
27603-5905.
Price varies.

*Statistical abstract of higher education in North 3Statistics of taxation (biennial).

Carolina (annual). Tax Research Division, North Carolina De-
General Administration, University of North partment of Revenue, P.O. Box 25000, Raleigh,
Carolina, P.O. Box 2688, Chapel Hill, NC NC 27640.

27515-2688. Free to all libraries.

Free. 2Summary of the recommended state budget

(biennial with annual updates).
Office of State Budget and Management, 116

*Statistical profile of North Carolina public W. Jones St., Raleigh, NC 27603-8005.
schools (annual). Free to all libraries.
Publications Division, Department of Public 1Tax guide (biennial).
Instruction, Room 101, Education Building, Library, Research and Planning Services, Of-
Raleigh, NC 27603-1712. fice of State Budget and Management, 116 W.
Price varies; approximately $15.00 plus tax Jones St., Raleigh, NC 27603.
and postage. $5.00 plus tax. cl

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Summer 1990"97

Meeting the Global Challenge:
How Libraries Can Help North Carolina
Businesses Enter the Export Market

Diane Strauss

In January, amidst considerable media hoop-
la, McDonaldTs opened its first restaurant in
Moscow. Network news had a field day. Television
cameras registered the reactions of hungry or
curious Muscovites to American fast food, and
newscasters conducted interviews to see just why
Soviets would queue up for and spend hard-
earned rubles on burgers and fries. The Moscow
McDonaldTs became a symbol for millions of
viewers"who might not otherwise have thought
much about it"of the nearly limitless potential
for the expansion of American business abroad.

For all the McDonaldTs fanfare, however,
foreign trade is not new to business; the United
States has been exporting machinery, chemicals,
textiles, foodstuffs, and other products for centu-
ries. What is newsworthy is that these days small-
and medium-sized businesses as well as large
multinational corporations have begun to sell
their wares abroad. Businesses of every size in
every state are going global. In North Carolina, the
practice is well established, and it is not limited to
tobacco and textiles. Greensboro-based Electrical
South, Inc., for example, exports electronic motor
controls to thirty nations,! while Carolina Biologi-
cal Supply Co. of Burlington sells an array of
unusual products"human skeletons, preserved
rabbits, live cockroaches, and other educational
supplies for science"to customers in many coun-
tries.? Business North Carolina recently profiled
Paulette Agha, a cosmetology instructor at Guil-
ford Technical Community College, who began the
process of exporting beauty products to the
US.S.R. after watching Soviet workers on a tele-
vision newscast.

Diane Strauss, Head of the Business Administration/Social
Sciences Reference Department of Davis Library at the Uni-
versity of North Carolina at Chapel Hill, is the first recipient
of the Gale Research Award for Excellence in Business
Librarianship. Her book, Handbook of Business Information,
has been selected as an Outstanding Reference Book by the
Reference and Adult Services Division of ALA and has also
been selected as an Outstanding Academic Book by Choice.

98"Summer 1990

There was this picture of a lady busting up pavement,
loading the big chunks of asphalt on the truck. And it
was obvious this woman worked hard. And there were
these pictures of people in line to buy things .. . . The
women in line needed their hair done. It was just
hanging there. They didnTt have any makeup. They're
maybe 30 years back in time in hairdressing.

So Agha was inspired to develop and export a line
of beauty products (shampoo, conditioner, hair
spray, styling gel, nail polish, and eye shadow) not
only to Moscow but to Lithuania, Latvia, Estonia,
and Byelorussia as well.

That decision has led her to U.S./Soviet conferences, on a
6,500-mile trip to Moscow and deep into the sophisti-
cated world of international trade. oItTs been a serious
learning experience,� Agha says. oI've never known any-
thing about East-West trade. I've never known anything
about the Soviet Union. I can talk hair, OK?�4

In contrast to Agha and every other North
Carolina entrepreneur with the foresight and
imagination to enter the export market, however,
others shun foreign trade because they lack the
necessary information and support. Librarians
can help all prospective exporters by stocking a
core collection of relevant resources and"
perhaps even more importantly"by becoming
familiar with the services and resources offered
by federal and state government agencies and
other organizations, so as to be able to provide
referrals. Effective collection development and
information referral should, in turn, be based on
an understanding of the information that overseas
traders require.

Exporters and Their Information Needs

Although any business with a good product
or service to sell has export potential, chances of
success are increased if certain steps are taken
before exporting begins.5

First, would-be exporters need to examine
and consider internal business operations. What
effect will exporting have on present operations?
What are the companyTs financial resources? Will

financial assistance of some kind be required?
Companies must go beyond their own records,
however, to answer other relevant questions. How
does the company compare to others in the same
Mdustry? What is the outlook for the industry of
Which the company is a part? Based on this infor-
Mation, does it make sense to export?

Following such a preliminary assessment and
4 decision to commit to exporting, businesses
Should seek expert counseling and assistance.
Such guidance is available from federal and state
S0vernment agencies, colleges and universities,
and private organizations and consulting firms,
and will be described later.

Corporate and industry analyses and consul-
tations with foreign trade experts should lead to
Selection of the country or countries in which the
Product is to be marketed. Although literally
hundreds of markets may exist for the product, a
business should narrow its initial choice to one or
two countries to be manageable. With the selection
of these markets comes the need for in-depth
information about the countries involved. Lan-
8uage and cultural differences, current political
and economic conditions, foreign trade regula-
tions, and domestic and foreign competitors need
to be considered.

The fourth step in an export venture is to
develop a strategic plan for exporting, setting
forth the firmTs short- and long-term export objec-
tives and specific tactics to be used, scheduling
ACtivities to reflect chosen objectives and tactics,
4nd, finally, allocating company resources to sup-
Port them.

The fifth and final step is to select a selling
technique. Businesses can choose to sell their pro-
ducts directly to overseas markets, or they can
decide to market their products indirectly, using
the services of an intermediary. Such intermediar-
les include foreign sales representatives, distribu-
tors, retailers, and state-controlled trading com-
Banies. Choice of direct or indirect selling should
be based on several factors, including the firmTs
Products, size, and previous export experience,
4nd business conditions in the overseas market
Selected.

These are the five preliminary steps exporters
Should take before launching their product over-
Seas, Viewed from a librarianTs perspective, it is
Clear that there are some areas in which libraries
Can be of little assistance: assessing a companyTs
~ternal operations, for example, or drawing up a
Strategic plan for exporting. But there are several
other areas in which libraries can be of great help.
Consider, for a moment, how many library sources
fan provide at least some of the information

described below.

Industry-Specific " Information regarding new
developments in the industry, statistics on recent
performance, exports and imports, and projec-
tions for the future. Lists of trade associations and
special trade publications. [Step 1]

Competitive Intelligence " Lists of other compan-
ies and composite financial statistics and operat-
ing ratios for companies in the same line of busi-
ness. Lists of companies in the same industry that
are operating in the selected overseas markets.

[Steps 1 and 3]

Country-Specific " Information regarding the
country generally, including the composition of
the population, type of government, language(s)
spoken, and the state of the economy. Business-
oriented information including restrictions on
foreign trade and other government regulations,
foreign exchange, business holidays, etc. [Step 3]

Expert Sources " Lists of government agencies
and consultants and in-house files on local
experts. [Steps 2 and 5]

Librarians can help all pros-
pective exporters by stocking
a core collection of relevant
resources and"perhaps even
more importantly"by
becoming familiar with the
services and resources offered
by federal and state govern-
ment agencies and other
organizations ...

Clearly, such basic reference sources as the
Europa World Yearbook, Statistical Yearbook of
the United Nations, and United States Government
Manual will be extremely useful in beginning re-
search. Other, more specialized sources"many of
them relatively inexpensive"are also available
and should be considered by any library interested
in serving the business community.

Core Collection of Federal Information Sources
for Exporters

There are hundreds of commercially pub-
lished titles relating to foreign trade, with new
ones being published daily. Some, such as the
Directory of Foreign Trade Organizations in

Summer 1990"99

Eastern Europe or How to Do Business With the
PeopleTs Republic of China, are very specialized.
Many are quite expensive. The Political Risk Year-
book, for example, costs $1,000 a year, and librar-
ies must pay over $4,500 annually to receive the
various regional newsletters for foreign areas
published by Business International. Libraries
operating on a shoestring budget, however, need
not despair. To help promote the growth of the
economy and the internationalization of US. busi-
nesses, the federal government has issued an
array of useful and inexpensive publications. The
titles listed below will enhance any library busi-
ness collection.

Bibliographies

US. Superintendent of Documents. Foreign
Trade and Tariff. Washington, DC: Government
Printing Office (GPO), 1989. (Subject bibliography
123). GP3.22/2:123. Free. [To request a copy, write
to the Superintendent of Documents, GPO, Wash-
ington, DC 20402].

Lists and annotates federal documents relat-
ing to international trade. SuDocs numbers, stock
numbers, and prices are included.

Directories
U.S. Small Business Administration. Export-
erTs Guide to Federal Resources for Small Busi-
ness. Rev. ed. Washington, DC: GPO, 1988.
SBA1.19: Ex7/3/988. S/N 045-000-00250-1. $4.00.
Describes major government programs de-
signed to assist small business owners in exporting
and identifies individuals in government agencies

who can provide technical assistance and support
to them.

US. Small Business Administration. Inter-
national Trade Resources: North Carolina.
[Washington, DC: SBA], n.d. Free. [To request a
copy, write to the International Trade Officer,
Small Business Administration, 222 S. Church
Street, Suite 300, Charlotte, NC 27402].

Written in cooperation with AT&T, this single
page handout lists and briefly describes federal,
state, and local programs available in North Caro-
lina and reviews the various types of international
service firms providing assistance to exporters.

U.S. Small Business Administration. Inter-
national Trade, State and Local Resource Direc-
tory: North Carolina. Washington, DC: GPO, 1989.
SBA1.13/4/In8/NC. Free. [To request a copy, write
to the International Trade Officer at the address
shown in the preceding entry. |

Brief, but filled with useful information, in-
cluding the addresses and telephone numbers of

100"Summer 1990

government agencies, port authorities, small busi-
ness development centers, chambers of commerce,
trade associations, banks with international de-
partments, export management companies, con-
sultants, custom house brokers and freight for-
warders, insurers, translators, and other organiza-
tions that can provide export assistance to North
Carolina businesses. Use in conjunction with the

ExporterTs Guide.

Guides and Handbooks

U.S. Dept. of Agriculture. Marketing U.S.
Agriculture. Washington, DC: GPO, 1988. (Year-
book of agriculture, 1988). A1.10:988. S/N 001-
000-04517-2. $9.50.

Contains articles written by experts, grouped
under the following headings: Marketing in a
Changing World, Marketing Strategies, Discovering
What Buyers Want, New or Better Products to
Meet Demand, Delivering Quality Goods, Promot-
ing Agricultural Products, and Where to Get More
Marketing Information. Many pertain to overseas
trade.

U.S. Department of Agriculture. Office of
Transportation. Export Handbook for Agricul-
tural Products. Rev. ed. Washington, DC: GPO,
1985. (Agriculture handbook 593). A1.76:593/2.
S/N 001-000-04440-1. $8.50.

Includes general shipping information as well
as export specifications for various agricultural
products, and directories of state extension ser-
vices and other state agencies, sources of technical
assistance, and other information.

US. International Trade Administration. A
Basic Guide to Exporting. Rev. ed. Washington,
DC: GPO, 1986. C61.8:Ex7/3/986. S/N 003-009-
00487-0. $8.50.

Authoritative, inexpensive, indispensable.
Discusses export strategy, market research,
financing and related topics as well as the errors
that novice exporters commonly make. A bibli-
ography and glossary are included.

U.S. Small Business Administration. Market
Overseas With U.S. Government Help. [Washing-
ton, DC]: SBA, Office of Business Development,
1987. (Management aids 7.003). SBA1.32:7.003/
987. $1.00. [To order, write to SBA, 300 S. Church
Street, Suite 300, Charlotte, NC 27402.]

This brief guide describes the services and
information available from the federal govern-
ment.

Periodicals
US. Foreign Agricultural Service. AgExporter:

Washington, DC: GPO. Monthly. A67.7/2:. S/N 701-
927-00000-1. $13.

Contains articles on overseas markets and
buying trends for farm products, new competitors
4nd products, and overseas promotional activities.

U.S. International Trade Administration.
Business America. Washington, DC: GPO. Biweek-
ly. C61.18:. S/N 703-011-00000-4. $40.

Articles and statistics on foreign markets,
trade developments, and trends. Regularly lists
trade fairs and other government-sponsored pro-
Motional events. Annual list of foreign business
holidays. A basic source.

Regulations

US. Office of Export Administration. U.S. Ex-
Port Administration Regulations. Washington,
DC: GPO. Annual in looseleaf format, with irregu-
lar updates. C61.23:. S/N 903-014-00000-8. $87.

Comprehensive guide to the rules controlling
�,�xports and export licensing. Supplementary Ex-
Port Administration Bulletins, included in the
Subscription, provide replacement pages to keep
the regulations current.

Country Information

US. Central Intelligence Agency. The World
Factbook. Washington, DC: GPO. Annual.é
PrEx3.15: (year). $23.

Brief (1% to 2 pages per country) demogra-
Dhic, geographic, and economic information about
the countries and territories of the world. Sum-
Mary foreign trade data are provided, including
�,�stimated dollar value of imports and exports,
Major commodities traded, and the countries
With which most business is transacted.

U.S. International Trade Administration.
Foreign Economic Trends and Their Implica-
tions for the United States. Washington, DC: GPO.
Annual. C61.11:. S/N 803-006-00000-8. $55.

This series, consisting of more than one hun-
dred country-specific pamphlets prepared by

erican embassy staffs, reviews current business
and economic developments and economic out-
looks, Implications for the United States are also
discussed, particularly as they relate to foreign
trade. Although the information in each pamphlet
Varies, most suggest strategies for taking advan-
tage of prime export opportunities.

U.S. International Trade Administration.
Overseas Business Reports. Washington, DC:
GPO. Annual C61.12:. S/N 803-007-00000-4. $14.

Prepared by country specialists in the Inter-

FOREIGN BOOKS
and PERIODICALS

CURRENT OR OUT-OF-PRINT

SPECIALTIES:
Search Service
Irregular Serials
International Congresses
Building Special Collections

ALBERT J. PHIEBIG INC.

Box 352, White Plains, N. Y. 10602
FAX (914) 948-0784

national Trade Administration, this collection of
reports provides basic background information
for prospective exporters. Each country report,
usually about fifty pages long, summarizes the
foreign trade outlook, identifies and describes the
best exporting prospects, and includes general
information about the countryTs trade regulations,
marketing and labeling requirements, distribution
and sales channels, major government purchasing
agencies, transportation, utilities, advertising, in-
vestment, and labor. Also included are tips on
business etiquette and a list of sources of commer-
cial and economic information. A library's best
buy.

Industry/Product Information

US. International Trade Administration. U.S.
Industrial Outlook. Washington, DC: GPO.
Annual. C61.34:(year). $24.

Contains reviews of one- and five-year fore-
casts for more than 350 manufacturing and ser-
vice industries. For each, a brief description is
followed by an analysis of recent developments
and a discussion of its size, trade position, and
growth history. The OutlookTs value is enhanced
by the inclusion of bibliographies and the names

Summer 1990"101

and telephone numbers of the government experts
who wrote the reports.

Other federal government publications pro-
vide information on single industries. Although
building a collection of sources on every industry
would be impractical for most libraries, many
libraries will want to select titles from the follow-
ing series.

US. International Trade Administration. A
Competitive Assessment of the United States
[name] Industry. Washington, DC: GPO. Dates
vary. C61.2:. Prices vary.

The reports in this series cover a broad range
of industries including cellular radiotelephones,
international construction, sports equipment, and
robotics. Each industry report is roughly fifty to
one hundred pages long, and is available for prices
ranging from $3.00 to $6.00. Although coverage
varies, most reports cover foreign and domestic
markets for the industry, assess the U.S. position
in the world market, describe foreign competition,
and identify and describe policy options. Bibli-
ographies and glossaries frequently are included.

Statistics

US. Central Intelligence Agency. Directorate
of Intelligence. Handbook of Economic Statistics,
[year]. Washington, DC: GPO. Annual. PrEx3.10/
7-5: (year). $19.

Contains statistics for all Communist and
selected non-Communist countries throughout
the world. Charts and graphs included.

US. International Trade Administration. U.S.
Foreign Trade Highlights [year]. Washington, DC:
GPO. Annual. C61.28/2: (year). $25.

Summarizes major trends in U.S. trade, with
emphasis on developments during the year being
reported. For the past eight years, includes tables
of data on US. foreign trade in merchandise,
manufactures, and agriculture for world, regions,
and all individual countries.

Miscellaneous

US. Dept. of Commerce. Office of General
Counsel. US-USSR Joint Legal Seminar. Washing-
ton, DC: GPO, 1989. C1.2:L52/2. S/N 003-000-
00661-1. $7.50.

These proceedings focus on the commercial
legal systems of both countries. Included are
papers dealing with joint ventures, sources for
financing, and technology transfer in the U.S.S.R.

US. Dept. of State. Bureau of Public Affairs.
Europe 1992: A Business Guide to U.S. Govern-

102"Summer 1990

ment Resources. Washington, DC: U.S. Dept. of
State, n.d. Free. [To order, write to the Bureau of
Public Affairs, U.S. Dept. of State, Room 5815A,
Washington, DC 20520-6810. ]

Provides a good basic overview of the Euro-
pean Community and Europe 1992, as well as a
list of government contacts and information
sources.

U.S. International Trade Administration.
Caribbean Basin Business Information Starter
Kit. Washington, DC: GPO, 1984. C61.2:C19/2/984.
[No longer in print, but available at depository
libraries. |

Describes the Caribbean Basin Initiative and
the government programs that support firms
interested in doing business there. Strategies for
identifying and developing opportunities and key
information sources and business contacts are
also included.

US. International Trade Administration. EC
1992: Growth Markets, Export Opportunities in
Europe. Washington, DC: GPO, 1989. C61.2:Eu7/2.
S/N 003-009-00565-5. $4.75.

A quick reference guide on the economies of
the European Community, its twelve member
nations, and other countries. Indexed by products
and countries.

Although helpful, the sources listed above are
by no means comprehensive. An array of publica-
tions, varying greatly in comprehensiveness, price,
and quality are available from commercial pub-
lishers, trade associations, and international and
state government organizations. Selection of such
materials will, of course, be determined by the size
of a libraryTs materials budget and the needs and
interests of its users.

Library services need not be limited to the
resources at hand, however. Equally important is
referral to government agencies and other organi-
zations, particularly those operating in North

Southern Harmony

Libraries in Tune for the Future

SELA/TLA Conference
Opryland Hotel
Nashville, Tennessee

December 4-8, 1990

Carolina. Some of the most important ones are
listed and described below.

Referral to Government Agencies and Other
Organizations

North Carolina businesses about to break
into the export market can call upon a variety of
Organizations for specialized information and
assistance.

Federal Government Agencies

Two key agencies have field offices in North
Carolina.

International Trade Administration. Part of
the Department of Commerce, the ITA is the pri-
Mary federal agency responsible for assisting. ex-
Porters. The ITA is staffed with country and
industry experts and marketing professionals
responsible for analyzing and reporting on current
Conditions. Field offices of the ITA offer export
Counseling and market support as well as semi-
Nars and workshops. In addition, each field office
Offers access to special government databases
and a collection of printed sources that far ex-
Ceeds in breadth and depth the core collection
listed above. For more information, contact:

International Trade Administration
324 W. Market Street
Greensboro, NC 27402
(919) 333-5345

Small Business Administration. Offers coun-
Seling, financial assistance, export workshops, and
referrals to other federal, state, and local pro-
grams. For more information, contact:

Small Business Administration
222 S. Church Street, Suite 300
Charlotte, NC 28202
(704) 371-6395

While not represented in North Carolina,
Other federal agencies also provide useful services.
(Addresses and telephone numbers for these
agencies are included in the United States Govern-
ment Manual.)

Agency for International Development. AID
administers non-military foreign economic assist-
ance programs of the U.S. government. Its pro-
grams provide an opportunity for businesses to
Compete in the sale of goods and technical services
being supplied to underdeveloped countries under
loans and grants made by AID.

Export-Import Bank of the United States.
Aids the export of U.S. goods through a variety of
loan, guarantee, and insurance programs. Also

known as oEximbank.�

Foreign Agricultural Service. Part of the
Department of Agriculture, the FAS offers a net-
work of agricultural counselors, attachés, over-
seas trade officers, commodity analysts, and mar-
keting specialists who can assist U.S. companies in
introducing new products to foreign markets,
arranging contacts with potential buyers, and
offering promotional assistance.

Office of the United States Trade Represen-
tative. The PresidentTs principal advisor on inter-
national trade policy and its implementation.

State Government Agencies

North Carolina Department of Agriculture.
Division of Marketing, International Marketing.
Assists agriculture-related businesses and farmers
in identifying international trade opportunities,
providing individual firm counseling, developing
trade leads, and promoting export development
opportunities. For more information, contact:

International Marketing, NC Dept. of Agriculture
Agricultural Building
1 W. Edenton Street
Raleigh, NC 27611
(919) 733-7912

North Carolina Department of Economic
and Community Development. International
Division. Provides practical marketing guidance
for companies, owith an emphasis on personal
assistance at intermediary and advanced levels.�
Organizes and coordinates participation of North
Carolina firms in overseas trade missions and
catalog shows. For more information, contact:

International Division
NC Dept. of Economic and
Community Development
430 N. Salisbury Street, Room 2056
Raleigh, NC 27611
(919) 733-7193

North Carolina World Trade Association.
Provides information exchange through regular
meetings and educational activities. Seven local
chapters are scattered throughout the state, and
an eighth is being formed. For more information,

contact:
North Carolina World Trade Association

P. O. Box 28271
Raleigh, NC 28271
(919) 794-4327
Conclusion

Firms are finding that to thrive"or even to

Summer 1990"103

survive"they must compete on a global level.

ItTs time for Americans to roll up their sleeves and go to
work. As a Nation, we can no longer rely on the oceans or
on our abundant natural resources for protection against
foreign competition. We must begin to rely more on the
abilities and imagination of our people and on the know-
ledge and discoveries they are able to provide.®

Exporting is one way in which firms can
enter the international marketplace. A successful
exporting program will lead to the creation of new
markets, result in increased sales volume, and
contribute to the firmTs growth and the stateTs
economy.

Going global is as inevitable"
and as essential"for libraries
as for businesses.

Going global is as inevitable"and as essential
"for libraries as for businesses. It is no longer
enough to have a solid collection of domestically-
oriented business reference sources; a collection
that does not include international sources is
incomplete. While many of the commercially
published titles are so costly that only the largest
and most affluent libraries can afford them, a
collection of inexpensive and useful federal
government documents is well within the reach of
most libraries. By stocking these sources and by
developing an awareness of the array of services
that government and community organizations
stand ready to offer, libraries can help North
Carolina businesses meet the global challenge.

References
1. oTriad Eyes European Trade,� Triad Business 3, 47 (March
20-27, 1989): 4.
2. oExporting Pays Off,� Business America 110, 9 (May 8, 1989):
13.
3. Michael Hetzer, oBetter Heads Than Reds,� Business North
Carolina 10, 1 (January 1990): 47.
4. Ibid.
5. oHow to Export Your Products Now,� Business America 109,
7 (March 18, 1988): 26-27.
6. Note that GPO stock numbers for most annual publications
change from one year to the next.
7. US. Small Business Administration, International Trade,
State and Local Resources Directory: North Carolina. (Wash-
ington, DC: GPO, 1989): 5.
8. Statement of Senator Terry Sanford, U.S. Congress. Senate.
Committee on the Budget. Restoring AmericaTs Competitive
Edge: A North Carolina Perspective. Hearings, 100th Congress,
1st session. (Washington, DC: GPO, 1987): 3. at

ig

104"Summer 1990

Instructions for the Preparation
of Manuscripts

for North Carolina Libraries

1. North Carolina Libraries seeks to publish articles, book
reviews, and news of professional interest to librarians in
North Carolina. Articles need not be of a scholarly nature, but
they should address professional concerns of the library
community in the state.

2.T Manuscripts should be directed to Frances B. Bradburn, Edi-
tor, North Carolina Libraries, Joyner Library, East Carolina
University, Greenville, N.C. 27858.

N.C. 27604.

8. Manuscripts should be submitted in triplicate on plain white
paper measuring 8%� x 11�.

4, Manuscripts must be double-spaced (text, references, and
footnotes). Manuscripts should be typed on sixty-space lines,
twenty-five lines to a page. The beginnings of paragraphs
should be indented eight spaces. Lengthy quotes should be
avoided. When used, they should be indented on both mar-
gins.

5. The name, position, and professional address of the author
should appear in the bottom left-hand corner of a separate
title page.

6. Each page after the first should be numbered consecutively
at the top right-hand corner and carry the authorTs last name
at the upper left-hand corner.

7. Footnotes should appear at the end of the manuscript. The
editors will refer to The Chicago Manual of Style, 13th edition.
The basic forms for books and journals are as follows:

Keyes Metcalf, Planning Academic and Research Li-
brary Buildings. (New York: McGraw, 1965), 416.

Susan K. Martin, oThe Care and Feeding of the MARC
Format,� American Libraries 10 (September 1979): 498.

8. Photographs will be accepted for consideration but cannot be
returned.

9. North Carolina Libraries is not copyrighted. Copyright rests
with the author. Upon receipt, a manuscript will be acknowl-
edged by the editor. Following review of a manuscript by at
least two jurors, a decision will be communicated to the wri-
ter. A definite publication date cannot be given since any
incoming manuscript will be added to a manuscript bank
from which articles are selected for each issue.

Issue deadlines are February 10, May 10, August 10, and
November 10.

U.S. Government Publications
in the Humanities

Marie Kroeger

The United States government claims to pub-
lish documents on a.broad range of subjects. The
breadth of this coverage is emphasized by such
Phrases as: osubjects ranging from agriculture to
zoology,�! and oScientists, businessmen, students,
and many other Americans depend on the Federal
Depository Library System for important Govern-
Ment information.� The humanities are not specif-
ically listed in the phrases above, but there are
U.S. government publications for those interested
in art, architecture, film, folklore, literature, and
music. The total number of such publications is
relatively small, but they are often unique sources
for the information they present. This article will
review publication activities in the humanities by
federal agencies, calling attention to some signifi-
Cant contributions to the literature of these dis-
Ciplines.

Art and Architecture

The Smithsonian Institution and the museums
under its administration"National Museum of
American Art, Freer Gallery, National Gallery,
National Portrait Gallery, Hirshhorn Museum, and
National Museum of African Art"produce most
government art publications. These museums pre-
Pare exhibitions of paintings and sculpture as
Well as pottery, architecture, furniture, photog-
raphy, and other art forms. The catalogs produced
in conjunction with an exhibition range in size
from a few to hundreds of pages. A typical catalog
is More Than Land or Sky: Art from Appalachia
(1981) [SI6.2:Ap4] which presents an exhibition
Organized by and shown at the National Museum
of American Art before it traveled to museums in
the thirteen-state Appalachian region. It contains
reproductions (some in color) of works by the
Sixty-nine artists in the show, with biographical
information on and statements from each. All
Museum catalogs contain information and illus-

Marie Kroeger is Reference/Documents Librarian at Penrose
Library, University of Denver, Colorado. She was the Music
Librarian at the North Carolina School of the Arts from 1973
to 1982.

trations which aid the understanding and appre-
ciation of the works being presented.

The National Park Service of the Department
of the Interior has been concerned with historic
preservation since its creation in 1916. Some of its
publications give details about buildings under its
care, such as the Carl Sandburg house in Flat
Rock, NC. An ongoing series designed to provide
guidance to the owner or architect concerned
with historic buildings is oPreservation Briefs�
[129.84:], published by the Preservation Assistance
Division of the NPS. The Heritage Conservation
and Recreation Service of the Interior Department
has published the highly specialized Gaslighting
in America: A Guide for Historic Preservation
(1978) [170.8:G21] by Denys Peter Myers, an archi-
tectural historian. The text gives historical con-
text to the 119 plates chosen as illustrations. The
Historic American Buildings Survey (HABS) began
in 1933 and continues today under the joint
supervision of the National Park Service, the Li-
brary of Congress, and the American Institute of
Architects. In 1983, the Library of Congress made
available Historic America: Buildings, Structures,
and Sites [LC1.2:H62/5], a 708 page volume, pub-
lished to celebrate the fiftieth anniversary of
HABS. The first half of the volume includes sixteen
essays with illustrations, and the last half is acom-
prehensive checklist of the more than sixteen
thousand places listed.

The Commission of Fine Arts, an independent
agency established in 1910 to guide the architec-
tural development of Washington, published seven
volumes on Georgetown architecture between
1967 and 1970. It has recently published Siz-
teenth Street Architecture, vol. 2 [FA1.2:Ar2/v.2],
the last in its four-volume series on the architec-
ture of Massachusetts Avenue and Sixteenth
Street.

Film

The Library of Congress began collecting
motion pictures as early as 1894, and in 1949 the
scope of this collection was broadened to include
television programs. In 1978, the Motion Picture,

Summer 1990"105

Broadcasting and Recorded Sound Division was
formed and has since published such books as
Wonderful Inventions (1985) [LC40.2:W84] and
Music for Silent Films (1988) [LC1.6/4:M97]. The
historical essays in Wonderful Inventions take us
through the silent film era to television and the
new technology of today. Illustrated with over
four hundred pictures and also containing musical
examples, the book is accompanied by two sound
recordings of selections from the film scores
referred to in the essays. Music for Silent Films
(1894-1929): A Guide is not only a guide to
sources at the Library of Congress and other col-
lections, but it also contains an historical essay
about silent film music and is illustrated with film
stills, sheet music covers, and other photographs.
The Copyright Office of the Library of Congress
has prepared catalogs of motion pictures covering
the entire history of the movie industry. Scholars
and film enthusiasts alike benefit from these
works.

Folklore

Folklore has been collected and made availa-
ble for nearly a hundred years in Smithsonian
Institution and Library of Congress publications.
In 1976, The American Folklore Center in the
Library of Congress was created specifically to
opreserve and present American folklife.�* That
intent of Congress is carried out by the Center's
publications such as Folklife Annual [LC39.14:],
American Folk Music and Folklore Recordings, a
Selected List [LC39.12:], volumes in its Studies in
American Folklife series [classed separately], and
Folklife Center News [LC39.10:]. Other divisions
of the Library of Congress, the Smithsonian Insti-
tution, and the Interior Department continue to
produce publications which present not only
American folklore, but also that of other cultures
around the world as well.

Literature

The Library of Congress is the major source
of government publications concerned with litera-
ture, most of which are bibliographies and cata-
logs. One useful annual annotated bibliography is
Books for Children [LC2.11:], compiled each year
since 1964 by a committee chaired by the head of
LCTs ChildrenTs Literature Center. A new bibliog-
raphy for those with a different literary interest is
Contemporary Authors of the German-Speaking
Countries of Europe (1988) [LC1.12/2:G31/4], by
Margrit B. Krewson. 1~ includes complete lists of
works by those authors as well as works about
them.

106"Summer 1990

Poetry readings and literary lectures began in
the Library of Congress during the 1940s. The first
lecture was given by Thomas Mann in 1942 and
published the following year. Lectures and read-
ings continue. A more recent publication in the
lecture series is Four Dubliners"Wilde, Yeats,
Joyce, and Beckett (1986) [LC1.2:D85] by Richard
Ellmann. The Library of Congress Consultantship
in Poetry was created in 1936. A lively chronicle of
the men and women who have held this unique
position is William McGuireTs PoetryTs Catbird
Seat (1988) [LC1.2:P75/6].

Library of Congress publications are so num-
erous and they have been produced for so many
years that it is impossible for these few examples
to do more than hint at the many literary publica-
tions available or the importance they have had
on the dissemination of literary information.

Music

The Library of Congress and the Smithsonian
Institution have been responsible for most music
government publications. The National Endow-
ment for the Arts and the National Endowment
for the Humanities now also add to works on this
subject. The publications of the Music Division of
the Library of Congress include bibliographies,
discographies, instrument catalogs and checklists,
exhibition catalogs, lectures, and biographies.
Some examples are: The Musical Languages of
Elliott Carter (1985) [LC12.2:M976] by Charles
Rosen; Musical Instruments in the Dayton C.
Miller Flute Collection at the Library of Congress:
a Catalog (1982) [LC12.2:F67/3 v.1]; Ignacy Jan
Paderewski, 1860-1941: a Biographical Sketch
and a Selective List of Reading Materials (1984)
[LC1.12:P13]; and Perspectives on John Philip
Sousa (1983) [LC12.2:S08/2]. Library of Congress
general publications in 1976 included facsimilies
of Mozart and Mendelssohn compositions in the
LC collection.

Music is also part of the American Folklore
Center. One of its important contributions is
Ethnic Recordings in America: a Neglected Heri-
tage (1982) [LC39.2:R24/982]. Some of the titles
listed previously in the Folklore section also in-
clude music.

The Smithsonian is an active publisher of
books on music. The variety of its coverage is
shown by such titles as The Musical Instruments
of Joseph Haydn (1977) [S11.28:38] and And The
Band Played On, 1776-1976 (1976) [SI1.2:B22/
776-976]. The Smithsonian continues to make
available research on the American Indian with
Ceremonies of the Pawnee (1981) [SI1.33:27/pt.1-
2] and The Ojibwa Dance Drum (1982) [SI1.43:2].

Humanities

The National Endowment for the Arts and
the National Endowment for the Humanities are
two agencies almost all of whose publications are
of interest. They publish two journals, Arts Review
(NEA) [NE2.13:] and Humanities (NEH)
[NF3.11:], which contain articles usually based on
Work supported by the endowments. These jour-
nals also include information on the grants award-
ed and grant application deadlines. The Library of
Congress publishes Performing Arts Annual
[LC1.46:] which explores music, film, dance, and
theater with essays based on materials in its col-
lections. These serial publications are aimed at
the general reader and contain lively articles with
800d illustrations.

The National Library Service for the Blind and
Physically Handicapped

This division of the Library of Congress sup-
plies useful publications such as: Braille Books
(annual) [LC19.9/2:], Braille Book Review (bi-
monthly) [LC19.9:], Talking Book Topics (bi-
monthly) [LC19.10:], as well as For Younger Read-
ers, Braille and Talking Books (biennial)
{[LC19.11/2:]. For the musician, it publishes The
Musical Mainstream [LC19.12:], a bimonthly
which contains original articles as well as reprints
from national music periodicals; Music & Musi-
Cians [LC19.2:M97/], a series of volumes which
list braille scores, large-print scores and books,
and instructional cassette recordings. Useful refer-
ence books are the Dictionary of Braille Music
Signs (1979) [LC19.2:B73/10] and International
Directory of Braille Music Collections (1987)
[LC19.2:In8/3/987]. All of these publications are
free and are available in large-print editions; some
are also available in braille editions.

Recordings

Folk music and some folk tales, concert music,
and literary recordings as well as a small number
of video recordings are available from the Motion
Picture, Broadcasting and Recorded Sound Divi-
Sion, Library of Congress. Both North and South
American folk music is included. The literary
recordings are mostly of American poets reading
their own works. Most of these recordings are
available in phonodisc as well as cassette format.

Locating Humanities Publications

When looking for current publications, a good
place to begin is U.S. Government Books: Publica-

tions For Sale by the Government Printing Office
[GP3.17/5:]. This catalog, published four times a
year and free to libraries and individuals, lists and
describes some of the more popular general inter-
est publications available from the Superinten-
dent of Documents. The serial publications listed
above such as Humanities, Folklife Annual, and
Performing Arts Annual also include descriptive
information on humanities publications available.
The Library of Congress and the Smithsonian
Institution issue annual catalogs of their in-print
publications. These sources will lead one to most
humanities publications in print. The Monthly
Catalog is still the most complete index to USS.
government documents. The capacity to search
government documents online now makes it pos-
sible to locate humanities publications that one
would not even have thought to look for just a few
years ago.

The titles mentioned in this article are only
representative examples, but all were chosen from
titles available to depository libraries and so were
widely distributed. These publications validate
the governmentTs claim of A-to-Z subject coverage,
and demonstrate the promised diversity to be
found in U.S. government publications.

Agency Addresses

Superintendent of Documents
U.S. Government Printing Office
Washington, D.C. 20402

Commission of Fine Arts
708 Jefferson Place N.W.
Washington, D.C. 20240

Department of the Interior
1899 C Street N.W.
Washington, D.C. 20240

Library of Congress Publications in Print
Central Services Division

Library of Congress

Washington, D.C. 20540

Library of Congress, Motion Picture, Broadcasting
and Recorded Sound Division
Washington, D.C. 20540

National Endowment for the Arts
2401 E St. N.W.
Washington, D.C. 20506

National Endowment for the Humanities
806 15th St. N.W.
Washington, D.C. 20506

Summer 1990"107

Publication Sales References :
talena i L o8
Smithsonian Institution Press 1. Your Source for Government Information, Depository Librar

ies [brochure] (Washington, D.C.: GPO, 1982). °

111 N. Capitol Street 2. US. Government Printing Office, The Designation Procedure
Washington, D.C. 20002 for Federal Depository Libraries (Washington, D.C: GPO,
1986):1.

3. American Folklife Preservation Act, 89 Stat. 1129 (1976).

REEL READERS contains 60 program plans
built around outstanding childrenTs films.
Programs include books, songs, poetry,
flannelboards, read-alouds, crafts, booktalks and
other activities as appropriate.

Among the themes included: PreSchool;
Cats, Colors, Names, Toys, and Winter.
Intermediate; Circus, Dragons, Sea
Creatures, Silly Food, Trading Places, and
Unusual Pets.
nih pee eatin Intermediate; Adventure, Being Bad,

ee cellar, aw Dinosaurs, Haunted Houses, Movie Making, and

Tall Tales.
Published by the ChildrenTs Services Section of
the North Carolina Library Association, all

proceeds go to the Section for funding of future
projects and programs.

Order Form

Mail to: NCLA/ChildrenTs Services Section
c/o Gail Terwilliger
1813 Sunnyside Circle
Fayetteville, NC 28305

Name Day Phone
Institution

Address

City

(number of copies) @ $ 10.00 each

(shipping and handling) @ $ 2.50 per copy

Total enclosed. Make check payable to CSS/NCLA

108"Summer 1990

Technical Report Literature:
A Misunderstood Genre

Lisa T. Abbott

What are technical reports? Where do they
originate? Why do they have so many report num-
bers? How do I identify them? These and other
questions pop into the mind of library staff when
Confronted with a suspected technical report
question. In library school, technical reports are
discussed briefly in a government documents or a
Science and technology reference class, and if
taught out of context they can be confusing or
intimidating.

Once in the real world, librarians cannot
avoid technical reports and a more intimate
knowledge of them is required. I approached them
Slowly and cautiously at first. After all, technical
reports are associated with government docu-
Ments (somehow!) and I knew documents were
different. But why did they have so many report
numbers? Why were they so frequently available
Only in microfiche? And how were they useful to
regular patrons who were not scientists? Once I
understood the answers to these questions, I dis-
covered a valuable source of state-of-the-art infor-
mation that included subjects ranging from busi-
ness to criminal justice to biotechnology. Techni-
Cal reports are a valuable resource in almost all
types of reference work.

The purpose of this article is to provide a
foundation for understanding the nature of tech-
nical report literature and, more specifically, for
understanding the National Technical Informa-
tion Service (NTIS), the central source for public
Sale of government-sponsored research reports.
The discussion will include an overview of techni-
Cal reports, NTIS, and technical reports reference
Service.

Overview

Value Of Technical Reports

In 1989, total federal funding for research
and development was estimated to be more than
Sixty-two billion dollars.! The results of govern-
Ment-sponsored research and development are

Lisa T. Abbott is Documents Librarian for North Carolina
State University Libraries in Raleigh.

frequently made available as a technical report.
oReport literature constitutes an information re-
source which covers a wide range of subject
matter and is indispensable to the scientific, tech-
nical, and business communities, to various levels
of education, and to government itself.�? Histori-
cally, technical reports consisted of scientific and
technical information, e.g., aeronautics, nuclear
energy, and civil engineering. However, as the
federal government provided research and
development monies to a more diversified com-
munity, the range of subjects reported has come
to include personnel management, communica-
tion, health care, economics, solar energy, urban
planning, water quality, and other areas.

Life Cycle Of A Technical Report

For the purposes of this article, a technical
report is defined as the published results of U.S.
Government-sponsored research or development.
This sponsorship can include full or partial fund-
ing which can be received through either a con-
tract or a grant. Contractors and grantees include
federal agencies, state and local governments,
universities, corporations, and think tanks. The
report may be a progress report or a final report.

As specified in the contract between the
sponsor and the contractor or grantee, reports
are to be submitted to the sponsoring body at
periodic intervals. The report provides a detailed
description of the research conducted. There are
no space restrictions and the report can be quite
lengthy (a hundred or more pages) and contain
numerous graphs, tables, and illustrations.T The
sponsoring or performing body then sends a copy

to a clearinghouse. Most agencies within the

federal government are oobliged by law to make
available to the public and private sector the
information it gathers and the knowledge it pro-
duces.�4 At the clearinghouse, the reports are
indexed, abstracted, and disseminated.

There are five major government clearing-
houses which receive and disseminate technical
reports: the National Technical Information Ser-
vice (NTIS), the National Aeronautics and Space

Summer 1990"109

Administration Scientific and Technical Informa-
tion Facility (NASA/STIF), the Department of
Energy Office of Scientific and Technical Informa-
tion (DOE/OSTI), the Defense Technical Informa-
tion Center (DTIC), and the Department of Edu-
cationTs Educational Resources Information
Center (ERIC).

As mentioned above, the sponsoring or per-
forming body sends a copy of the report to one of
the clearinghouses. Ideally, all technical reports
would be sent to a clearinghouse. Ideally, the
report would be sent to the clearinghouse soon
after it was published. However, not all technical
reports are sent to clearinghouses and when they
are sent, the clearinghouse frequently receives the
report after the publication date, e.g., a report
with a publication date of 1988 might not be
received at NTIS until 1989 or even later. These
circumstances make for challenging reference
work.

Reports may be acquired from a clearinghouse
by: 1. purchasing them individually, 2. receiving
them through a standing order subscription, (see
NTIS SRIM discussed later), or 3. receiving some
of them through a depository program, e.g., GPO
or NASA. Some reports are available in paper copy
and others may be available only in microfiche. If
a report is not available from a clearinghouse, it
then becomes necessary to corttact the sponsoring
body.

Bibliographic access to technical reports can
be achieved via paper indexes, commercial online
databases, or CD-ROM indexes. Some technical
reports are included in OCLC, and in some librar-
ies, technical reports may be in the local public
catalog. A numbr of the paper indexes are avail-
able through the Government Printing Office
(GPO) depository program. Téchnical report on-
line databases are available through DIALOG,
BRS, and other services. Online files comprised
largely of technical reports include NTIS and
DOE. Other files, such as AGRICOLA (which
covers the field of agriculture) and COMPENDEX
(which covers the fields of engineering and tech-
nology), contain appropriate technical reports.

The arrangement of technical reports in
libraries can vary. Technical report collections
may be housed within the documents department
or the microforms department. Libraries that
receive paper copies of reports may catalog them
individually and integrate the reports into the
general collection. Libraries that receive and
house a large number of technical reports in
microfiche format usually choose not to catalog
them. These reports are filed by either accession
numbers or report numbers.

110"Summer 1990

Report Numbers

Elements of a technical report bibliographic

citation can include:
personal author,
corporate author,
sponsoring body,
report number,
accession number,
contract/grant number,
and a title.

The report, accession, and contract/grant
numbers may be unfamiliar bibliographic elements
and can be confusing. A single technical report
can have one or more report or accession num-
bers, but will usually have only one contract
number. The report and accession numbers are
the ocall numbers� for a technical report and iden-
tify a specific report. Understanding the compon-
ents of these numbers can make them less
mysterious.

The report, accession, and contract/grant
numbers are alphanumeric. Report numbers are
assigned by the performing or sponsoring body,
federal agency, or corporation, to identify its
individual reports. The report numbers consist of
letters (frequently the initials of a performing or
sponsoring body) and numbers.

The accession numbers are assigned by a
particular clearinghouse to identify the reports
they received. Accession numbers consist of letters
indicating the clearinghouse and five or six num-
bers. An abbreviation for the year may also be
included in the accession number. The most
common accession numbers begin with: PB,
assigned by NTIS; N, assigned by NASA/STIF; DE,
assigned by DOE/OSTI; ADA, assigned by DTIC;
and ED, assigned by ERIC. The contract/grant
numbers are assigned by the sponsoring body to
identify all reports which are generated as part of
a particular contract or grant.®

LetTs look at a citation as it would appear in
an index:

DE88010761/GAR PC A08/MF A01
Oak Ridge National Lab., TN. Carbon Dioxide
Information Analysis Center. Bibliography on
Tropical Rain Forests and the Global Carbon
Cycle: Volume 1, An Introduction to the Liter-
ature. C.A.S. Hall, S. Brown, R.N. O'Hara, PB.
Bogdonoff, and D. Barshaw. May 1988, 169 p.
ORNL/CDIAC-24-V.1. Contract ACO5-
840R21400.

The DE88010761/GAR is an accession num-
ber assigned by DOE/OSTI;, 88 is an abbreviation
for 1988. PC A08/MF A01 is the paper and micro-
fiche copy price code information. Oak Ridge is

the performing laboratory, and it is followed by
the title and personal authors. ORNL/CDIAC-24-
v.1 is the report number assigned by Oak Ridge
National Lab., Carbon Dioxide Information
Analysis Center. The Contract number, ACO05-
840R21400, was assigned by the Department of
Energy.

The National Technical Information
Service (NTIS)

The National Technical Information Service
is a self-supporting agency within the U.S. Depart-
ment of Commerce. NTIS is one of the largest and
Possibly the most well-known clearinghouse. oNTIS
is the central source for the public sale of U.S.
Government-sponsored research, development,
and engineering reports, and for sales of foreign
technical reports and other analyses prepared by
national and local government agencies and their
contractors or grantees.�®

The mission of NTIS is to receive, index,
abstract, announce, and disseminate unclassified
technical reports. Under the provision of Title 15
USC 1151-1157, NTIS sells technical reports,
information products and services, and subscrip-
tions. NTIS receives approximately seventy thou-
Sand titles a year, and the total collection
approaches two million titles.

The NTIS receives unclassified technical re-
Ports and other products from clearinghouses,
federal agencies, state and local governments,
foreign governments, and private companies.
Technical reports sent directly to NTIS are origin-
ally indexed and abstracted and are assigned PB
accession numbers. Reports received from the
clearinghouses will retain the originating clearing-
houseTs accession number: N, DE, ADA, and ED.
When these reports and products are made avail-
able, NTIS enters a bibliographic record into its
database. The majority of reports indexed are
available for purchase, in microfiche, from NTIS.
NTIS reports and products are available for
Searching via the paper index, Government Re-
ports Announcements and Index (GRA&D; the
microfiche index, NTIS Title Index; or by search-
ing the NTIS online database.

The GRA4I, a biweekly index, provides access
to reports via six indexes: keyword, personal
author, corporate author, contract/grant number,
and NTIS order (accession)/report number. The
front half of the biweekly issues is arranged by
broad subject and contains a full bibliographic
citation and an abstract of each report. The bi-
weekly indexes are cumulated annually. If avail-
able from NTIS, a format price code will be given:

PC (paper copy);, MF (microfiche), T (tape), and
D (diskette). If the report is not available through
NTIS, specific ordering instructions will be given,
if possible.

The NTIS Title Index is available only in
microfiche format and provides indexes by order/
report number, personal author, and keyword-
out-of-context. The quarterly indexes are cumu-
lated every two years.

The NTIS offers a standing order subscription
service called Selected Research in Microfiche
(SRIM). SRIM allows libraries to select from over
350 subject categories. The library then receives
reports covered by this profile. In 1989, libraries
receiving microfiche reports via SRIM paid only
$1.25 per report while other customers paid the
regular price of $6.95 per report. This reduced
price is an incentive for libraries to receive reports
in microfiche via SRIM.

Technical reports are a
valuable resource in almost
all types of reference work.

The Government Printing Office (GPO) and
The Clearinghouses

The GPO Federal Depository Library Program
and the five federal clearinghouses are separate
disseminating bodies. The GPO depository library
program primarily disseminates GPO documents
that originate from branches of the federal gov-
ernment. A small number of technical reports are
available through this depository library program.
NTIS and the other federal clearinghouses provide
access to government-sponsored research. Most
of these reports are non-depository; they do not
have Superintendent of Documents classification
numbers. Access to the non-depository technical
reports is provided by indexes other than the
Monthly Catalog.�

Reference Service

To provide effective technical report reference
service, library staff need to become familiar with
their libraryTs collection. Does the library acquire
technical reports? What indexes or online files are
available for use in reference work? If reports are
received, which collections are received, e.g., NTIS
or ERIC? Where are they, i.e., are some cataloged
individually and are they in the main collection or
are they in the microfiche collection? Are they
arranged by report or accession number? If they

Summer 1990"111

are not received, is there a collection nearby for
referral?

Reference work with technical reports can be
grouped into three steps: 1. identifying a technical
report citation or subject; 2. searching for missing
elements using primarily printed indexes; and 3.
locating and referring.

Identifying a Technical Report Citation or Subject

To identify a technical report bibliographic
citation, look for the characteristic elements. Look
for a report, accession, or contract/grant number.
These numbers are alphanumeric, e.g., ORNL/
CDIAC-24-v.1. Look for an availability or clearing-
house statement, e.g., NTIS. Look for a national
laboratory, e.g., Oak Ridge National Laboratory. If
you are dealing with a phone question, ask the
patron for all the information they have. (Patrons
frequently do not realize that report numbers are
important and may only volunteer data such as
title and author.) Identifying a technical report
subject requires query negotiation. Ask questions
such as, oHow much detail do you want about rain
forests?� oWhen in doubt, check NTIS,� is a good
rule of thumb to follow for technical report
identification.

Bibliographic access to
technical reports can be
achieved via paper indexes,
commercial online databases,
or CD-ROM indexes. -

Searching for Missing Elements

An author, title, keyword or report, accession,
or contract/grant number search can be con-
ducted in an index such as GRA&I. If your library
does not catalog its technical reports and they are
arranged by report or accession number, then the
reference objective will be to identify a report or
accession number. If a corresponding report or
accession number is the only missing element,
then a quick search can be conducted by searching
online, CD-ROM, or the NTIS Title Index.

In addition to GRA&I, there are two other
important technical report indexes: Energy Re-
search Abstracts (ERA) produced by DOE/OSTI
and Scientific and Technical Aerospace Reports
(STAR) produced by NASA/STIF. ERA indexes a
variety of literature including technical reports,
journal articles, monographs, theses, and disser-
tations. STAR indexes NASA contractor and
grantee reports, translations, and domestic and
foreign dissertations and theses. Because NTIS

112"Summer 1990

does provide bibliographic access to DOE and
NASA reports, these reports are indexed in
GRA&I. Therefore, some reports may be indexed
in two of the three indexes.T This indexing dupli-
cation can be confusing. Generally, if the subject is
specifically related to energy then search ERA. If
it is aerospace, then search STAR, and search
GRA&I when a more general search is required.
(All three indexes are available through GPO:
GRA&I - SuDoc C51.9/3:, Item 0270; ERA - SuDoc
E1.19:, Item 0474-A-06; STAR - SuDoc NAS 1.9/4:,
Item 0830-K).

It is important to remember that indexes only
contain reports that the clearinghouse received
and indexed during that year. The bibliographic
citationTs year of publication does not indicate the
year of the index to check.? As mentioned prev-
iously, the sponsoring body does not send all
reports in a timely fashion to the clearinghouses.
A rule of thumb is to start looking in the year of
the index that corresponds with the cited publica-
tion date and work forward, e.g., if the cited year
of publication was 1987, start looking in the 1987
GRA, and if not found, then check 1988, 1989,
etc. A quicker search could be conducted by
searching the NTIS Title Index, an online file, or a
CD-ROM.

Other sources that may be searched by title
include OCLC or the Monthly Catalog (MC). How-
ever, it is important to remember the limited
coverage of NTIS technical reports in these tools.
In a representative sample of 240 NTIS publica-
tions from GRA&I, only 10 percent were also
found in the MC and only 30 percent were found
in OCLC. NTIS reports (that are also GPO deposi-
tory) appear five to seven months sooner in
GRA&I than in the MC.'°

Another reference source is the Report Series
Codes Dictionary." This index provides access to
more than twenty thousand alphanumeric report
codes and the corresponding issuing agency. When
an unfamiliar report number cannot be deci-
phered, use this index to look under the report
number initials where the issuing agency's entire
name is provided. Once this information is located,
the search can be continued in other sources.

If the report citation is not verifiable, it may
not have been sent to a clearinghouse. It may be
necessary to identify the address of the sponsoring
body and refer the patron directly to the source.
Another option is to conduct an author or subject
search in a non-technical report index. This type
of search may retrieve similar information that
has been written by the author and published as a
journal article, a monograph, or as part of a
proceedings.

Locating and Referring

With a complete citation in hand, the next
step is to locate the report. If your library receives
technical reports, then proceed to the microforms
department or the general collection. If your
library does not receive or is missing the particular
report requested, then a referral is in order. There
are a number of options:

1. If the report is found on OCLC, perhaps
the report can be -borrowed from the holding
library.

2. Check the surrounding federal document
depository libraries to see if any of them maintain
a technical report collection. A reference source
to help identify this information is the Directory
of Government Document Collections and Librar-
ians.!2 The special collections index has as a cate-
gory, NTIS. Also, within the geo-alphabetical
index, state and city collections can be browsed. A
look in the oAcquires� field for North Carolina,
Raleigh, North Carolina State University, shows
that the Documents Department receives DOE,
NTIS, NASA, and ERIC.

3. If the above two options are not viable,
perhaps the patron would like to order the mate-
rial from NTIS. If the patron will be ordering the
report directly, provide the ordering information.
This would include the NTIS order/accession
number, the price code, and an order form (if
possible). The price code is listed as part of the
citation in many sources, and the actual prices
are listed on the back cover of the weekly issues of
GRA&I. The order forms are on the last pages of
the biweekly issues of GRA&I.

Summary

Technical reports are a valuable source of
literature in almost all types of reference work.
You may be confronted with a report citation at
any time because they frequently appear in paper
and online bibliographies. To be able to provide
reference service or referrals for technical reports,
it is important to understand what they are, how
they originate, and what reference sources can be
used. Even though technical reports may seem to
be difficult to locate, there can be a logical
approach to providing reference service for them.
The information provided will enable you to begin
working with reports. Providing reference service
for technical reports is an acquired art: you have
_ to dive right in.

References
1. U.S. Department of Commerce. Bureau of the Census, Statis-
tical Abstract of the United States: 1989. 109th ed. (Washington:
GPO, 1989), 578.

2. Gary R. Purcell, oTechnical Report Literature� In Public Access
to Government Information, edited by Peter Hernon (Norwood,
NJ: Ablex, 1985), 166.

3. Nancy Pruett Jones, Scientific and Technical Libraries. Vol.
2, Special Formats and Subject Areas (Orlando: Academic
Press, 1986), 70.

4, Ted Ryerson, oNTIS Information Services Designed for Spe-
cialized Needs,� Science and Technology Libraries 2 (Fall 1981):
43.

5. Purcell, 174.

6. U.S. Department of Commerce. National Technical Informa-
tion Service, Government Reports Announcements and Index
(Springfield, VA: NTIS, 1990), ii.

7, Charles R. McClure, Linking the U.S. National Technical
Information Service With Academic and Public Libraries
(Norwood, NJ: Ablex, 1986), 121.

8. Susan Copeland, oThree Technical Report Printed Indexes: A
Comparative Study,� Science and Technology Libraries 1 (Sum-
mer 1981): 48.

9. Peter Hernon, oThe Quality of Academic and Public Library
Reference Provided for NTIS Products and Services: Unobtrusive
Test Results,� Government Information Quarterly 3 (Number 2,
1986): 129.

10. McClure, 116.

11. Eleanor J. Aronson, ed., Report Series Codes Dictionary, 3rd
ed. (Detroit: Gale, 1986).

12. American Library Association. Government Documents
Roundtable. Directory of Government Document Collections

and Librarians (Bethesda: CIS, 1987). af

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Summer 1990"113

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114"Summer 1990

Depository Library Council:
An Overview

Susan E. Tulis

What do claims, wrinkled shipping lists, mini-
mal level cataloging, split item numbers, rain
checks, and inverted List of Classes all have in
common? These are just some of the many issues
members of the Depository Library Council to the
Public Printer have addressed during the last
seventeen years.

The passage of the Depository Library Act of
1962 resulted in changes to the law that governs
the distribution of federal government publica-
tions to designated depository libraries. These
changes to the law caused the Public Printer of
the United States, an individual nominated by the
President to manage the Government Printing
Office, to seek advice and recommendations from
the library community on the implementation of
the new depository library program. During its
consideration of H. R. 8141, which became this
Depository Library Act of 1962 (P. L. 87-579), the
Senate Committee on Rules and Administration
recommended that just such an advisory commit-
tee be formed. Seven librarians were asked to
serve as members of this first advisory committee
which was established in 1972 and held its first
meeting in 1973. This initial advisory committee
served as a model for the present Depository
Library Council (DLC), a fifteen member advisory
board to the Public Printer.

One of the first acts of Council was to draft a
Charter and Bylaws, which were adopted in
January 1975. The Bylaws were amended in
October 1977 and April 1986. Further amend-
ments are currently under discussion.

The purpose of the Depository Library Coun-
cil as stated in the Charter is oto provide advice on
matters dealing with the Depository Library Pro-
gram as provided in title 44, U.S.C.� It also specifies
that this advice owill include but not be limited to
classification, distribution, cataloging, indexing,
storage, availability, and utilization of depository
~material and general administration of the Depo-
sitory Library Program.�

Susan E. Tulis is Documents Librarian at the University of
VirginiaTs Arthur J. Morris Law Library in Charlottesville.

Appointments to Council are made by the
Public Printer who seeks recommendations from
librarians at large, the American Library Associa-
tion, the American Association of Law Libraries,
the Special Libraries Association, and from Coun-
cil itself. The Bylaws specify that oat least five of
the members of the Council shall be persons who
work full time with government documents in a
depository library.� There has also been an at-
tempt to achieve a geographical and a type-of-
library balance.

The fifteen members of Council serve stag-
gered three-year terms. The officers of the Council
consist of a Chair, Chair-elect, and Secretary. The
Chair-elect is nominated by the Council and con-
firmed by the Public Printer. The Secretary is
appointed by the Chair.

The current Bylaws specify that othe Council
shall meet twice a year, in the spring and in the
fall, at times and locations designated by the
Public Printer.� The first meeting of the original
fourteen members was held in Washington, DC on
February 2, 1973. This meeting, and the next
three, were one-day sessions scheduled at the
time of ALA meetings"Las Vegas, NV, June 28,
1973; Chicago, IL, January 25, 1974; and New
York, NY, July 6, 1974. Subsequent meetings were
two-day sessions and then two and one-half day
sessions held in October and in the spring.

Much of CouncilTs work has been done
through the use of committees the names of which
have changed over the years. During the last six
years, Council has operated with a Committee of
the Whole because so many of the issues affected
more than one committee. The Micrographics
Committee was an ad hoc committee that was
dissolved in April 1979 because it was felt that it
had met its charges and that its tasks had been
accomplished. Its duties were transferred to other
committees in existence at the time. Some of the
other committees that have existed are GPO
Operations, Depository Libraries, National System,
Bibliographic Control, and Depository Systems.

CouncilTs modus operandi is to hold semi-
annual meetings to discuss the current issues,

Summer 1990"115

listen to various presentations and comments
from depository librarians, and then to write its
recommendations to the Public Printer for his
consideration and response. Depending upon the
issues, research may be done and reports written
before or after the meetings. Occasionally, the
Public Printer has requested advice from his
Council between meetings. This is difficult for
everyone. When asked for advice between meet-
ings, Council finds it difficult to get a sense of the
majority opinion of the depository libraries. Coun-
cil has always asked depositories to submit their
concerns to any member before or during

meetings.

... dwindling resources and
rapid technological change
have increased the pressure
to organize and deliver
greater quantities of infor-
mation more efficiently.

Issues, Concerns, Accomplishments

Council has dealt with many issues and con-
cerns over the past seventeen years, some taking
longer than others, some evolving into other
issues, and some still being dealt with. They range
from the onitty-gritty� to larger, more global issues.
The areas of interest and/or concern have covered
such things as the Monthly Catalog, the inspection
program, micropublishing, acquisition and distri-
bution of depository documents, automation pro-
jects at GPO, standards and guidelines, and com-
munications. As part of its work, Council has
produced many useful guides and manuals, such
as the oFederal Depository Library Manual.�2
CouncilTs role has not become simpler over the
years. Instead, dwindling resources and rapid
technological change have increased the pressure
to organize and deliver greater quantities of
information more efficiently.

Besides the writing of the Charter and Bylaws,
the early Council meetings were dominated by
concern about the performance of depository
libraries. A uniform level of performance by depo-
sitories was needed for the system to run efficient-
ly. The law provides for inspection, but inspections
could not be conducted without standards and
guidelines. So Council wrote a draft, solicited and
incorporated comments, and produced the
oGuidelines for the Depository Library System.�?

116"Summer 1990

The entire inspection process has been of
concern to Council. In 1978 Council developed a
comprehensive inspection form which follows the
general outline of the oGuidelines.� As a result of
the new form and suggestions made by Council,
more objective evaluations were made of deposi-
tories. One recommendation was to conduct the
inspections in a spirit of helpfulness, rather than
fault-finding, by determining the problems en-
countered in the effort to implement the oGuide-
lines.� Another suggestion was to hire more in-
spectors, thereby shortening the time between
inspections. (It was suggested early on that
inspections be done at least every two years. Even
with five inspectors, it is impossible to inspect the
more than 1,400 depository libraries this often.)

Bibliographic control is a vital part of making
government information accessible to the public.
The major bibliographic tool produced by GPO is
the Monthly Catalog of United States Government
Publications. Council has been instrumental in
changes made to this tool and other Monthly
Catalog products. The biggest change was auto-
mating the Monthly Catalog. The July 1976 issue
was the first one with a new format, using AACR
and Library of Congress Subject Headings. GPO
also joined OCLC during this time. Other improve-
ments include the KWIC (Key Word in Context)
Index, the Serials Supplement and the semi-
annual cumulated indexes. The time lag between
the cataloging of documents and their appearance
in the Monthly Catalog was shortened. The
Monthly Catalog is now issued in a more timely
fashion, as are the annual indexes. We have also
seen the inclusion of SuDocs numbers in some of
the indexes along with the entry number for the
full bibliographic record. The more recent issues
related to the Monthly Catalog have centered on
the corresponding computer tapes. With more
and more libraries creating online catalogs, there
was great concern about updating the tapes. The
problems with the tapes range from incorrect and
inconsistent use of fields within data entries to
massive duplication of serial records.

Another area of bibliographic control is that
of onon-GPO� publications being listed in the
Monthly Catalog and also distributed to deposi-
tories. (oNon-GPO� means publications issued by
field offices, military bases, overseas plants, and
other Federal agencies and printed on their own
equipment or elsewhere.) It is important not only
to be able to identify that a government publica-
tion exists, but also to be able to locate it in a
depository library.

The issue of ofugitive documents� has been a
topic of discussion for many years. Another issue
not yet resolved is how to have GPO achieve more
complete coverage within item numbers. Acting
on a Council recommendation, GPO did create an
Acquisitions Section which helped with some of
the fugitive documents problems. This issue will
undoubtedly carry over into future Council
agendas.

Council has been very involved with GPO
micropublishing"from the inception of the whole
program to the current problems with the micro-
fiche contracts. Council encouraged GPO to pro-
ceed with the microform project as planned and
to expand the program to include non-GPO publi-
cations which were unavailable for distribution in
hard copy. Council recommended titles for the
initial conversion to microfiche, but the selection
process was made easier by GPOTs decision to
allow depositories to select either hardcopy or
microfiche. Later, on the other hand, Council was
asked to give titles or categories of publications
that, could be converted for microfiche distribu-
tion only, due to budget problems. These were not
fun or easy decisions, but they are ones we have
all had to live with. Council also dealt with the
issue of replacement fiche. Now it appears that
we have moved on to another technology, CD-
ROM. This has opened up new areas of concern
such as claim copies, replacement copies, storage
of the master, and adequate retrieval software.

Automation has been an ongoing concern.
There is no one integrated system within GPO.
The Sales section has one online system, and
Library Programs Service has another. Depository
librarians keep hearing about the Acquisition,
Classification, and Shipment Information System
(ACSIS), the system that will solve many of our
problems, but it seems to be further and further
down the road.

Other accomplishments of Council include
developing the decal that all depository libraries
are required to display.

Through the encouragement of Council, Pub-
lic Documents Highlights was started as a med-
ium for the exchange of information between GPO
and depository libraries. Administrative Notes
now serves that purpose. Council suggested that
Regional Depository meetings be supported by
GPO. The first one was held July 13, 1974, and
others have been held intermittently since then.

Studies have been recommended, such as the one
undertaken by Washington State Library to deter-

mine the cost per regional depository library for
services to selective depositories, and the McClure-
Hernon study to determine the use of depository
libraries.*

Two librarians from North Carolina have
served on Depository Library Council. Clifton
Brock, University of North Carolina at Chapel Hill,
served during 1973-76. Ridley Kessler, also from
UNC-Chapel Hill, is serving from 1987-90 and is
the current Chairperson of DLC.

The issue of o~fugitive
documents� has been a topic
of discussion for many years.

Obviously, this article highlights only some of
the many issues and accomplishments over the
years. Whatever the issue, it always poses a chal-
lenge for the Council members. T. F. McCormick,
Public Printer 1973-1977, summed it up best in
his foreword to the First Report to the Public
Printer 1972-1976. He wrote that oCouncil mem-
bers have given generously of their time and
thought in the critical examination of the philo-
sophical and operational basis of the depository
library program. Their recommendations have
moved from the tentative and conjectural to
specific guidelines designed to give the program
greater scope and effectiveness.� Mr. McCormick's
comments about the Council members during its
first four years continue to be true about Council
members who have served since then.

References
1. The Charter and Bylaws can be found in Appendix B of Depo-
sitory Library Council to the Public Printer (U.S.), Fourth Report
to the Public Printer 1978-1979 (Washington, DC: U.S. Govern-
ment Printing Office, September 30, 1979). This is the Charter as
adopted October 29, 1974 and the Bylaws as amended October
18, 1977. Note: Article VII, Section 2 oAnnual Reports� was
deleted from the Bylaws by vote of the Depository Library Coun-
cil, with the concurrence of the Public Printer, in April 1986.
2. The oFederal Depository Library Manual� created by the
Depository Library Systems Committee of Depository Library
Council in 1985, is found as Part III of the Instructions to Depo-
sitory Libraries (Washington, DC: U.S. Government Printing
Office, revised 1988).
3. The oGuidelines For The Depository Library System,� revised
1987, is found as Part II of the Instructions to Depository
Libraries (Washington, DC: U.S. Government Printing Office,
revised 1988).
4, Charles R. McClure and Peter Hernon, Users of Academic and
Public GPO Depository Libraries (Washington, DC: U.S. Govern-
ment Printing Office, 1989). all

i

Summer 1990"117

Rare and Valuable Documents:
Identification, Preservation,
and Security Issues

Barbara Hulyk

The documents librarian has moved into a
new era of responsibility. Factors such as the
value to collectors who prize maps, plates, and
content; acid/brittle paper; scarcity of complete
collections or even individual documents; general
abuse; and cost of replacement have combined to
force documents librarians into a new role, that of
conservators of their collections. There are three
aspects to that role: becoming knowledgeable
about orare and valuable documents,� learning
preservation planning and skills, and seeing to the
security of the collection.

The big question becomes: where do you
start? With the limited resources of most libraries,
the identification of rare and valuable documents
in the collection becomes imperative in deter-
mining how to allocate resources for preservation
and security. Generally speaking, these are docu-
ments that have ointrinsic value.� That is, they
have qualities or characteristics that make the
original record have permanent value. These can
be age, aesthetic or artistic quality (having maps,
plates, photographs, etc.); value for use in exhibits
(in some way the original has greater impact than
a copy); general and substantial public interest
because of direct association with significant peo-
ple, places, things, issues or events; and signifi-
cance as documentation for the legal basis of insti-
tutions or formulation of policy at the highest
executive levels. Those most familiar with valuable
and rare documents are reluctant to prepare so-
called ohit lists;� and librarians are usually the last
to know of such value, finding out only after their
materials have been stolen or mutilated. Nonethe-
less, there are places to start.

The Library of Congress designates anything
published prior to 1801 as material to be cata-
loged as rare books. If you own anything from
prior to that date, you should consider placing it
in your rare books or special collections. The

Barbara R. Hulck is Documents Specialist at the Detroit
Public Library, Detroit, Michigan.

118"Summer 1990

Association of College and Research Libraries
(ACRL) Rare Books and Manuscripts (RBMS) Ad
Hoc Committee for Developing Transfer Guide-
lines published its recommendations in oGuide-
lines on the Selection of General Collection Mate-
rials for Transfer to Special Collections.�! These
will be helpful in determining what should be
removed from the regular collection.

For anything published after 1801 and up to
1909, the most practical approach is to take the
o1909 ChecklistT? and assume that any publication
in a library's collection that is also in the Checklist
is worthy of further consideration. This recom-
mendation is made for several reasons. First, the
National Archives does not own those publica-
tions marked in the Checklist with an asterisk (* =
not in the Public Documents Library). A library
owning one of these should protect it. Second, the
Congressional Information Service (CIS, Inc.) dur-
ing the past year searched for copies of non-Serial
Set materials in the 1909 Checklist for a micro-
fiche project. With just two departments surveyed,
Commerce and Treasury, CIS has a long list of
publications it has been unable to locate. Many of
these are leaflets, regulations, and circulars. They
may not sound like much, but they are integral
parts of our governmental history. Third, the
material in the latter half of the Checklist, from
the 1860s on, is from a period when the paper
manufacturing process left residual acids, causing
the paper to become brittle and disintegrate.
Finally, the cost of replacement with microform
products is very high, and the reproduction may
not always be as legible as the original.

Several Superintendent of Documents
(SuDoc) classification numbers in the Checklist
can be immediately targeted for special considera-
tion either as transfer items or conservation proj-
ects that might place them in special boxes. Any-
thing in the Z section covering the first fourteen
Congresses should be considered rare and valua-
ble. Other sections are: N 1.8: Explorations and
surveys; S 6: International exhibitions and expo-

Sitions; W 7.5: Explorations and surveys; and W
7.14: Explorations and surveys for the railroad
from the Mississippi River to the Pacific Ocean.
Many of these reports also appear in the Serial
Set. A bibliography compiled by Adelaide R. Hasse
includes additional exploration publications? She
includes Geological Survey, Smithsonian, Coast &
Geodetic Survey, and Ethnology Bureau, among
Others. Another Hasse bibliography, Index to
United States Documents Relating to Foreign
Affairs, 1828-18614 includes more publications
for your review. Both have been reprinted.

Obviously, not all the materials in the Check-
list may be scarce or valuable enough to merit
Special treatment. They are all worthy, however,
Of placement in a more secure area than open
Stacks. If they have been in open stacks, yours
May be one of the unlucky libraries that has lost
Some of its most valuable materials.

The Serial Set and American State Papers are
�,�xamples of sets you will want to secure and keep
in the best condition possible. The maps in the
Serial Set have been prized by thieves for years.
Donna Knoepp of the University of Kansas is
assembling a duplicate Serial Set collection for
the purpose of removing and encapsulating all
the maps. She has more than 12,000 maps, and
the set is not complete. The final part of her
Project will be the preparation of an index to be
Published by Oryx Press.

Plates and lithographs also make a publica-
tion valuable. As David Heisser of Tufts University
hoted at a 1988 ALA GODORT/MAGERT/RBMS
Workshop,T the U.S. Coast Survey annual report of
1854 includes one of the earliest known engrav-
Ings by Whistler.

Many famous scientists began their significant
| Work with reports they wrote for early exploring
�,�xpeditions. Clarence KingTs Systematic Geology is
4 classic, and the observations of James Dwight
Dana during the Wilkes Expedition laid the ground-
Work for the modern plate-tectonics theory of the
Movement of the earthTs crust. Using categories is
another way of searching for important and valua-
ble documents. We can take the category of scien-
tific and technical dicoveries right into the twen-
tieth century. The patent papers of Thomas
Edison, the Manhattan Project, and nuclear energy
Publications in the 1950s will require preserva-
tion for future generations. Also, include U.S.
Geological Survey publications describing the dis-
Covery of natural resources or phenomena such
aS major earthquakes within the mainland United
States. Political events such as the U.S. SenateTs
McCarthy hearings and Vice President Spiro T.
AgnewTs resignation, and controversial reports

such as that of the assassination of President
John F. Kennedy will also be valuable.

Another approach to evaluate your collection
for preservation and security purposes is to exam-
ine the categories of publications whose enduring
value is such that libraries are now requesting
that they be printed on permanent/alkaline paper.
Under the American National Standards Institute
(ANSI) standard, government-sponsored research
studies, almanacs, census data, and survey maps
qualify. Because of their legal importance, addi-
tional categories were recommended in an article,
oWhy GPO Should Use Alkaline Paper;�® publica-
tions mandated by law; annual reports; legislative
history sources (House and Senate hearings,
reports and documents); permanent cumulations
of judicial, legislative or administrative decisions;
orders and opinions; rules and regulations; year-
books and annual statistical reports; treaty series;
advisory committee reports; proceedings of con-
ferences, institutes and advisory boards; and
reports, decisions, and conferences concerning
domestic and international arbitration.

Finally, give special consideration to materials
pertaining to your own state or locale. If you can
encapsulate only a few maps, select those of your
state. Select reports and other volumes on the
same basis, and do not forget the small circulars.
When the Michigan State Archives was asked to
update a pamphlet to be issued with a reprint of
an early Great Lakes shipwrecks map, the Detroit
Public Library had the only copy of the original
they could locate.

Searching for valuable items in the collection
can best be done with standard tools, such as
American Book Prices Current, BookmanTs Price
Index, and MandevilleTs Used Book Price Guide.
These will give you a range of prices and some
idea of those items which are highly collectable.
Search both under U.S. agency names and the
personal names involved since there is no consis-
tency in the way in which publications are listed.
Ask for assistance from your libraryTs rare books
specialist or a reputable rare books dealer. If your
library does not own any of the pricing guides, the
dealer is sure to have at least one of them, and
probably receives sale catalogs from other dealers.

Conservation considerations are your next
concern. These should be geared to preventing
deterioration of your library's collection. Provide
the proper storage environment for your mate-
rials. Year-round temperature and humidity con-
trol with proper air circulation and limited expo-
sure to ultraviolet light help protect materials.
High temperature and humidity encourage pests
and mildew, while too little humidity causes paper

Summer 1990"119

to dry out. According to Robert Milevski, Head of
Preservation at the Milton Eisenhower Library,
the recommended temperature is in the 65-75°
range, and humidity for paper should be 40-55
percent or lower. Microforms need even lower
humidity, 35 percent with a 5 percent plus or
minus leeway. Dust and dirt damage materials, so
good housekeeping practices are important: clean-
liness, no food and drink, and no smoking. Be sure
to clean books and shelves on a regular schedule
and inspect for mold. Shelving can also cause
damage, particularly when books are jammed or
fall open. On ribbed shelving, create a flat surface
by lining with acid-free board. Develop and imple-
ment policies for the proper use and handling of
materials for both staff and patrons. These can be
as simple as how to remove books from the
shelves and replace properly or how to photocopy
without damaging the material. Badly deterio-
rated items can be considered for microfilm or
preservation photocopying. Learn good repair
techniques. There are many books, videos, and
workshops to assist you. These are practices that
you can apply to your entire collection.

For the care and repair of your valuable and
rare items, you need expertise. If you do not have
a preservationist on your staff, consult one of the
regional centers such as SOLINET or the North-
east Preservation Center. The best training is
hands on, and you do not want to make mistakes
on your most valuable items.

Financial resources, space, and staffing ar-
rangements influence the security of your collec-
tion. An area with controlled access will help
protect your collection, but having staff with their
eyes open and aware is also vital. Thieves have
included well-known faculty and researchers.
Know how many maps or volumes a patron has
and be sure all are returned. If the maps in arare
document are counted before you give them to a
patron, doing a quick check at return can protect
against losses.

This is only a brief overview of problems and
solutions pertaining to rare and valuable docu-
ments. One of the areas I have omitted is disaster
planning, which should be a concern for all librar-
ians and not just documents people. You will find
titles that may be helpful in the Resource Bibliog-
raphy at the end of the article. As part of the
current efforts to address these issues, the Gov-
ernment Documents Round Table (GODORT) of
the American Library Association, ALATs Map and
Geography Round Table (MAGERT), the Govern-
ment Publication Librarians of New England
(GPLNE), GODORT of MICHIGAN and the docu-
ments librarians of Ohio are donating funds to

120"Summer 1990

prepare an in-depth packet of information for
every depository library this year.

References

1. RBMS Ad Hoc Committee for Developing Transfer Guidelines,
Chair, Samuel E. Streit. oGuidelines on the Selection of General
Collection Materials for Transfer to Special Collections.� Collegé
and Research Libraries News 46 (J uly/August 1985): 349-352.
2. Checklist of United States Public Documents, 1789-1909.
Washington: GPO, 1911.

3. Adelaide R. Hasse. Reports of Explorations Printed in thé
Documents of the United States Government: a Contribution
Toward a Bibliography. Washington: GPO, 1899.

4. Adelaide R. Hasse. Index to United States Documents Relating
to Foreign Affairs, 1828-1861 (Publication 185, pts. 1-3), Carne-
gie Institution of Washington, 1:914-21.

5. David Heisser. oFederal Documents as Rare Books.� Docu
ments to the People (DTTP), 16, 4: December 1988.

6. Linda Nainis, et al. oWhy GPO Should Use Alkaline Paper,T
Documents to the People (DTTP), 16, 1: March 1988.

Resource Bibliography

Additional historical sources.

Benjamin Perley Poore. Descriptive Cata-
logue of the Government Publications of the United
States, Sept. 5, 1774-March 4, 1881. Washington:
Government Printing Office, 1885. (48th Congress,
2nd Session, Senate Miscellaneous Document 67)
(Serial Set Volume 2268). Also reprinted editions.

Adelaide Rosalie Hasse. Bibliography of
United States Public Documents Relating to Inter-
oceanic Communications Nicaragua, Isthmus of
Panama, Isthmus of Tehuantepic, etc. Washing-
ton: Government Printing Office, 1899.

United States. Department of the Interior.
Division of Documents. Comprehensive Index to
the Publications of the United States Government,
1881-1893, by John G. Ames. Washington: Govern-
ment Printing Office, 1905.

General Bibliographic Search Tools.

A Checklist of American Imprints: |
1820-1829, Shoemaker, Richard H.
1820-1829, Cooper, M. Frances (title index) |
1830, Cooper, Gayle
1831, Bruntjen, Scott and Carol Bruntjen |
1830-1839, Rinderknecht, Carol (also title index)
Ralph R. Shaw. American Bibliography, © |
Preliminary Checklist for 1801-1819. NY: Scare-
crow, 1958-66.

Specialized Bibliographic Search Tools. |

Daniel Carl Haskell. The United States Ex-
ploring Expedition, 1838-1842, and Its Publicar
tions, 1844-1874; a Bibliography. NY: New York

Public Library, 1942.

Katherine Karpenstein. Illustrations of the
West in Congressional Documents, 1843-1863.
Rochester: University of Rochester Press, 1953.
(ACRL Microcard Series #6) (not an extensive
list, but provides some useful background).

Harold R. Pestana. Bibliography of Congres-
sional Geology. NY: Hafner, 1972.

Charles A. Seavey. oBibliographic Addendum
to Carl WheatTs Mapping the Transmississippi
West,� Special Library Assoc. Geography and
oag Division Bulletin 105 (September 1976):

2-19.

Charles A. Seavey. oMaps of the American
State Papers,� Special Libraries Assoc. Geography
and Map Division Bulletin 107 (March 1977):
and 110 (December 1977): 3-11.

Charles A. Seavey. oWheat to Serial Set Con-
Version,� Special Libraries Assoc. Geography and
Map Division Bulletin 108 (June 1977): 37-40.

Henry Raup Wagner. The Plains & the Rockies:
@ Critical Bibliography of Exploration, Adven-
ture, and Travel in the American West, 1800-
1865. Various editions.

Preservation.

Pamela W. Darling with Duane E. Webster.
Preservation Planning Program: An Assisted Self-
ad Manual for Libraries. Washington: ARL,

987.

Pamela W. Darling and Wesley Boomgaarden,
Compilers. Preservation Planning Program:
Resource Notebook. Washington: ARL, 1987. (For
Use with DarlingTs Manual)

Lisa L. Fox. A Core Collection in Preserva-
tion. Chicago: Resources and Technical Services
Div., American Library Assoc., 1988. (This compre-
hensive bibliography includes preservation plan-
ning, emergency preparedness, conservation tech-
niques, and general works and bibliographies, and
includes materials for small libraries.)

Jane Greenfield. Books: Their Care and
Repair. NY: H.W. Wilson, 1983.

Robert J. Milevski. Book Repair Manual.
Carbondale, IL: Illinois Cooperative Conservation
Program, 1984.

Carolyn Clark Morrow and Carole Dyal. Con-
servation Treatment Procedures: a Manual of
Step-by-Step Procedures for the Maintenance and
Repair of Library Materials. 2nd ed. Littleton,
CO: Libraries Unlimited, 1986. (Southeastern
Library Network, Inc. [SOLINET] recommends
this for institutions that can afford only one
repair manual.)

Security Issues.

Association of College and Research Libraries.
Rare Books and Manuscript Section. Security
Committee. oGuidelines Regarding Thefts in
Libraries.� College and Research Libraries News 3
(March 1988): 159-62.

John Morris. oBook Theft: Guidelines for
Library Staff.� The Library Disaster Preparedness
Handbook. Chicago: ALA, 1986.

Harold Otness. oGoing Plating: Stealing Maps
from Libraries.� Western Assn. of Map Libraries
Information Bull. 19, 4, August 1988.

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Summer 1990"121

Mary Elizabeth Poole:
oThe Documents LibrariansT
Documents Librarian�!

Jean M. Porter

For years depository librarians across the
country and even the world have been using the
reference tools created by Mary Elizabeth Poole to
identify and classify federal documents inade-
quately recorded in early issues of the Monthly
Catalog of U.S. Government Publications. But few
people know of the character and dedication of
the woman herself.

Born in Troy, North Carolina, in 1914, Miss
Poole was the oldest of four daughters in a promi-
nent family. Her father was a lawyer, but he was
involved in many other pursuits as well. Among
other things, he owned a peach orchard in which
Mary Elizabeth and her sisters worked at a variety
of tasks during harvests.

Miss Poole attended Duke University and the
University of North Carolina at Chapel Hill where
she earned an AB degree in Library Science. While
at Duke, she continued to pursue her childhood
interest in photography. Al Hardy, a former North
Carolina State University colleague of Miss PooleTs
and later a documents department employee,
describes her as being oan amateur photographer
with professional knowledge and expertise, not
satisfied with merely pointing and pushing the
button.�? She used her closet as a dark room and
carefully conserved chemicals since they were
scarce. Miss Poole experimented with hand-color-
ing some of these black and white photographs.
Her photographs are a wonderful record of friends
and fellow students from her college days.

Following graduation she was unemployed
since jobs were hard to come by during the
Depression. To improve her chances for a job, her
father encouraged her to take a typing course. I
have always admired Miss PooleTs typing skill, but
only recently did I discover that she acquired that
skill by taking a correspondence course from a

Jean M. Porter, head of the Documents Department at the
North Carolina State University Libraries, is currently serving
a yearTs appointment as Fellowship Librarian in the Office of
Patent Depository Library Programs, U.S. Patent and Trade-
mark Office in Washington, D.C.

122"Summer 1990

business school in Raleigh. Before too long, Mary
Elizabeth was gainfully employed full-time at the
Duke Library, typing cards for $75.00 per month.
She still doesnTt quite understand why the half
time job available at the same time paid $50.00 4
month while the full-time one only paid $75.00.
Anyway, she was one of two people hired in the
newly created Documents Division. The other
person handled state publications, while Miss
Poole had responsibility for federal documents.
This appears to have been the beginning of Miss
PooleTs long and impressive connection with
federal government publications.

At this time all the documents at Duke were
classified in Dewey. Gradually, all responsibility
for the documents, from acquisition through pro-
viding reference service, was placed in the Docu-
ments Division. At that point a decision was made
to create a separate archival collection which
meant that the entire collection was reclassified
into the Superintendent of Documents (SuDocs)
classification system. According to an account
written by Miss Poole? about the reorganization of
the federal documents at Duke, it was estimated
that it would take six to ten years to reclassify the
collection. Because that time frame was incom-
prehensible, a goal of three years was established
and met, no doubt with much overtime contri-,
buted by Miss Poole. To aid in her reclassification |
project, Miss Poole obtained a list of SuDocs classi-
fication numbers from Virginia Polytechnic Insti-
tute. This became the basis of the first edition of
the Documents Office Classification in 1945. But J
am getting ahead of myself.

Miss Poole left Duke in 1943 to work in the
library at Virginia Polytechnic Institute for oné
year. Through her friend, Foy Lineberry, who
worked in the Library at State College in Raleigh,
she learned of a temporary reference position
there which included responsibility for the state
and federal documents. In 1944 Miss Poole began
work as the Reference and Documents Librariat
in the D. H. Hill Library, located at that time in the

building which now houses the Design School.
What began as a temporary job, intended to last
Only for the duration of the war, encompassed the
rest of her professional career.

Mrs. Reba Davis Clevenger, who had been
teference librarian and was acting director when
Miss Poole was hired, had a major influence on
her career, encouraging her to pursue several
Projects which would improve access to federal
government publications. These were always well
thought out projects. One of the axioms by which
Miss Poole worked was that no guide, reference
tool, or resource was begun which would be
unable to be maintained. For over thirty-five years
She maintained a resource which became a neces-
Sity for nearly every documents collection, the
Documents Office Classification. An anecdote
about the development of the Documents Office
Classification is indicative of the woman herself.
She used the Government Printing Office (GPO)
Shelflist to create this comprehensive listing of the
Classification numbers established by that agency.
In order to use the shelflist, she would take the
Night train up to Washington, D.C., be ready to
Work at GPO the next day, and return to Raleigh
that night. Not a minute was wasted. Throughout
her career, she corresponded with several Super-
intendents of Documents, and her opinions re-
8arding federal documents questions were sought

out on numerous occasions.

Creating a comprehensive listing of all the
classification numbers used by GPO and main-
taining that listing was not the only project she
worked on. Documents Office Classification Num-
bers for Cuttered Documents, 1910-1924+ com-
piled by Mary Elizabeth Poole and Ella Francis
Smith was published by University Microfilms
International in 1960. Since there were no classi-
fication numbers in the Monthly Catalog until
mid-1924, this was an extremely useful compila-
tion. Recognizing the lack of adequate personal
author indexing in the Monthly Catalog, Miss
Poole compiled Author Index (With Titles) To The
Monthly Catalog Of United States Government
Publications, 1947-1962 °.

My appreciation of Miss PooleTs reputation"
based on my use of the Documents Office Classifi-
cation while identifying, shelflisting, and catalog-
ing gift documents at the University of Wisconsin-
Parkside"grew even greater when I attended a
workshop in Chicago in November 1973. An
announcement was made that Mary Elizabeth
Poole was undertaking an enormous project"
adding the Superintendent of Documents
(SuDocs) classification numbers to entries in the
Monthly Catalog of United States Government
Publications for the years 1895-1924. A murmur
of excitement and anticipation swept through the

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Summer 1990"123

audience. Little did I know that within a few short
months I would be working with her.

My first personal contact with Miss Poole was
indicative of her approach to most things"low-
key but direct. I had arrived in North Carolina on
a Sunday afternoon for an interview for Assistant
Documents Librarian the following day. I had
planned to look over the library during the even-
ing, especially the Documents Department, so I
would not be starting out cold in my interview the
next day. Before I had barely settled in my hotel
room, there was a call from Miss Poole, inviting
me to visit the Department that evening. My
interview had begun.

I encountered a diminutive woman of few
words, who I later came to recognize as an indi-
vidual of immense energy, strong ideals, and ex-
traordinary commitment. I discovered that Miss
Poole worked at the library every Sunday evening
after returning from a weekend visit to her home-
town of Troy, North Carolina, where one of her
sisters lived and where the two of them taught a
Sunday School class of first-grade children. This
was my earliest indication of the kind of dedica-
tion Miss Poole had to her family and her roots, as
well as to her profession.

She greatly influenced my
attitudes about federal docu-
ments and the need to make
them as easily accessible as
possible.

By the spring of 1974 when I arrived at NCSU,
the project of adding the classification numbers
to the early years of the Monthly Catalog was well
under way. The publisher had provided a photo-
copy of each month of the Monthly Catalog for
the years 1895-1924. A red line was placed by Miss
Poole by every entry for which a number was to be
added, often during Department Heads meetings.
Since her time was precious, she always tried to
maximize her productivity. Most members of the
staff were involved to varying degrees with the
project, although Miss Poole and Mr. Al Hardy, a
library assistant, completed the bulk of the work.
She came in an hour early every day to work on
the project before her daily responsibilities con-
sumed her, and worked from 7 am to 10 pm on
the days she was scheduled to work evenings. On
weekends when she returned to Troy, she took
the work with her. And she brought it back with
her every Sunday afternoon when she returned to
Raleigh to work that evening. It took approxi-

124"Summer 1990

mately two years to finish the oClasses Added�®
project. During that time Miss Poole set aside
many of her other interests. And once completed,
the royalties of over $23,000 went to the Friends
of the Library of North Carolina State University.
Following the completion of that massive project,
Miss Poole went on to compile a fifth edition of the
Documents Office ClassificationT and the oClasses
Added� reprint edition of HickcoxTs Monthly
Catalog of U.S. Government Publications, 1885-
18948,

Miss PooleTs contributions to the documents
field did not end with her publications. She also
established many guides and aids to assist the
users of the collection in the D. H. Hill Library.
During the years that Miss Poole worked on her
various projects, nothing interfered with the effi-
ciency of the department or the services rendered.
For her this often meant short vacations, long
hours at the library and little free time on the
weekends. In fact, during most of her tenure at
NCSU, Miss Poole had no full-time staff to assist
her. This makes her accomplishments even more
incredible. Being the shy and modest person she
is, I am sure she would say that these were all
things which needed to be done so she did them.
While recently rereading the annual reports pre-
pared by Miss Poole during her years at NCSU, it
struck me even more forcefully how dedicated she

was. From 1944 to 1953, she was Documents and /

Reference Librarian. Although other professional
staff were supposed to assist covering the desk,
that was rarely the case. Miss Poole was relentless
in pointing out the need for more staff. Rarely did
a year go by that the need for staff for reference
service was not mentioned in the annual report.
From 1953 to 1965 she was a one person Docu-
ments Division with some student help. During
fiscal year 1965-66, the documents collection be-
came, once again, administratively part of the
Reference Department and had a half-time staff
member in addition to Miss Poole. By 1969 there
was a full-time documents assistant. With the
opening of the new tower in 1971, it was decided
to concentrate the documents and microforms
collections, and all services for them, on the
second floor of the East Wing of the current
facility. Additional staff was added including ano-
ther professional librarian position.

In recognition of her longtime contributions
to the profession, Miss Poole received the James
Bennett Childs Award from the Government
Documents Roundtable of the American Library
Association in 1978. That still was not the end of
the awards which she received. In 1982, Miss Poole
was presented with a Watauga Medal for her out-

a

*

o

standing contributions to North Carolina State
University.

When Miss Poole announced her resignation
in 1979, many wondered what she would do with
her time. She had dedicated so much of herself to
the profession that many people thought she had
no other interests. They were wrong. While much
time and energy was devoted to her work, she has
Many, many outside interests, some which had
been placed on hold during her major projects.
First and foremost she is a doll collector. Only
children"no adult dolls. She has hundreds. Miss
Poole not only collects dolls, but she makes them
in her own kiln, paints them, clothes them, and
enters them in competitions. She maintains very
organized, detailed records of her collection. Com-
bining her skill as a photographer with her inter-
est in doll collecting, she has created personalized
Christmas cards for years, oforming in the hands
of her friends and correspondents secondary
collections that are treasured for quality and
thought.�® She knits beautifully, most often for
her family and her dolls.

Another of her interests is collecting chil-
drenTs literature. She has created a catalog of her
book collection with access by title and by subject.
Although she has no children of her own, she has
been involved with children throughout her life.
Miss Poole has continued to teach Sunday School
Over the years, sometimes with the help of an
assistant. She has also made charitable contribu-
tions to aid numerous poverty-stricken children
throughout the United States. She volunteers at
her local library, keeps up a large Victorian home,
and rings handbells in her church. Recently she
�,�ven took piano lessons. Over the years her inter-
ests have been diverse, ranging from woodworking
to drafting, from auto mechanics to collecting
Seashells and fall leaves, from basket weaving to
woodcarving.

It was a privilege to work with Miss Poole,
although not always easy. She established very
high standards for reference service, productivity,
and the development of supplemental resources
which have been very difficult to maintain.

She greatly influenced my attitudes about
federal documents and the need to make them as
easily accessible as possible. She created in me the
desire to demystify documents for the user and
an enthusiasm for working. with documents that
continues undiminished.

There are many ways to try to express the
impact Miss Poole has had on her profession, on
~the NCSU Libraries, and on the people who have
been privileged to work with her or use documents
with her assistance. It is certainly a great tribute

to her that former students, faculty, and col-
leagues continue to inquire about her work and
express their appreciation for her assistance
nearly ten years after her retirement. Former
Director of Libraries Dr. I. T. Littleton summed up
her contributions this way. oAlthough sh2 is best
known among documents librarians for the com-
pilation of many indispensable and valuable
indexes to government publications, perhaps her
greatest contribution is the U.S. documents col-
lection and service that she built at the D. H. Hill
Library at North Carolina State University.� !°

References
1. Letter from Al Hardy dated January 12, 1990, quoting Mr.
Harlan Brown's description of Miss Poole.
2. Ibid.
3. oFederal Documents in a Depository Library: Organization at
Duke University, 1937-1943.�
4. Poole, Mary Elizabeth and Smith, Ella Francis. Documents

Office Classification Numbers for Cuttered Documents, 1910-,
1924. Ann Arbor: University Microfilms International, 1960. 2 v.

5. Poole, Mary Elizabeth, compiler. Author Index (With Titles) to
the Monthly Catalog of United States Government Publications,

1947-1962. Ann Arbor: University Microfilms International, 1970.
6. Poole, Mary Elizabeth. oClasses Added� reprint of the Monthly
Catalog of the United States Government Publications, 1895-
1924. Arlington, Virginia: Carrollton Press, 1975.

7. Poole, Mary Elizabeth. Documents Office Classification, Fifth
edition. Arlington, Virginia: United States Historical Documents
Institute, 1977.

8. Poole, Mary Elizabeth. oClasses Added� reprint edition of
HickcoxTs United States Government Publications: A Monthly
Catalogue, 1885-1894. Arlington, Virginia: Carrollton Press, 1978.
9. Letter from Al Hardy. dated January 12, 1990.

10. Letter from Dr. I. T. Littleton dated January 18, 1990.

Summer 1990"125

A Portrait of the Gales Family:
Nineteenth Century Printers of
Government Documents

Margaret J. Boeringer

The Gales family, nineteenth century North
Carolina printers, lived lives that read like the
script for a miniseries. Their story unfolds in
England, Germany, Philadelphia, Washington,
D.C., and Raleigh, North Carolina. It involves
presidents and pirates. True love, war, and per-
sonal ambition all play a part in the story.
Throughout these times of excitement and drama,
Joseph Gales, his son Joseph, Jr., and his son-in-
law William Winston Seaton steadily published
newspapers and important state and federal
government documents. Each man served as
mayor of his city. Joseph Gales, Sr., dedicated his
long life to public service and the printed word,
making notable contributions in public printing at
both the national and state level. The documents
they published serve today as valuable historical
research tools, and as models for modern docu-
ments such as the Congressional Record.!

Born in Eckington, England, in 1761, Joseph
Gales was contractually apprenticed to a printer
in Manchester at the age of thirteen. Gales was
abused by the printerTs wife and sued twice before
he was released. Gales then became apprenticed
successfully in Newark where he stayed on for
two extra years working as a journeyman printer.
At the end of these two years, he married Winifred
Marshall, opened his own printing establishment
in Sheffield, and started a family. From 1787 to
1794 Gales published a newspaper titled the Shef-
field Register.

Gales was politically liberal, as was his news-
paper. Joining the constitutional reform move-
ment, he supported the French Revolution, an
action which was not popular with the English
Crown. The constitutional reform movement
called for, among other things, reapportionment
of representation in the House of Commons. Gales
expressed his support both with articles in his
newspaper and by the publication of pamphlets

Margaret J. Boeringer is Reference/Documents Librarian,

University of Arkansas at Little Rock/Pulaski County Law
Library in Little Rock, Arkansas.

126"Summer 1990

such as Thomas PaineTs oRights of Man� and oThe
Spirit of John Locke.� These were declared sedi-
tious by the Crown?

In London, a letter was found from GalesT
office in Sheffield supporting the proposal that
the citizenry of Sheffield arm themselves in de-
fense against the army of the Crown. Coupled
with the printerTs outspoken newspaper articles
and pamphlets, this letter was sufficient to cause
the Crown to issue an arrest order for him. The
Habeas Corpus Act had been suspended by the
government and Gales feared that he might be
imprisoned indefinitely without trial if he re-
mained in the country. Gales believed that he
could no longer safely remain in England, so he
fled to Germany. Later his family joined him in
Germany, and the next year found the entire
family emigrating to the United States. On the
way, British pirates harrassed their ship. The
family settled in Philadelphia, then the nationTs
capital.

In Philadelphia, Gales first became a journey-
man printer and later a bookkeeper for Dunlap
and Claypoole printers of the Daily Advertiser, a
newspaper. The partnershipTs other principal
product was government printing. In fact, John
Dunlap, one of the partners, was the original pub-
lisher of both the Declaration of Independence
and the United States Constitution. Early in his
employment with this firm, Gales disclosed that
he had learned shorthand and was immediately
assigned to be a reporter of Congressional debates.
These debates were then printed in the news-
paper, or occasionally in pamphlet form. Accord-
ing to legend, Gales was the first verbatim reporter
of Congressional debates.4

Due to his successes and the public recogni-
tion he enjoyed, he left employment with Dunlap
and Claypoole and began printing a newspaper of
his own, GalesTs Independent Gazetteer. A year
later he sold his list of subscribers to Samuel
Harrison Smith, another printer. Gales also
printed early Congressional materials, many of

which can be found in Charles EvansTs American
Bibliography.®

In 1798 Nathaniel Macon, a North Carolina
member of the House of Representatives, encour-
aged Gales to come to North Carolina to print a
newspaper and to compete for the position of
State printer.® At this time the stateTs newspapers
were partisan and virtually all supported the
Federalist view. Both Macon and Gales were Re-
publicans and opposed the Federalist viewpoint.
The Republicans could voice their opinions by
establishing a newspaper expressing the Republi-
can views in North Carolina and by controlling
the state government printing. In support of these
ideas, Gales moved to Raleigh, North Carolina, in
1799 and accepted MaconTs plans. His move had a
second purpose as well, that of removing himself
and his family from the dangers of the yellow
fever plagues then affecting Philadelphia.T

Now in North Carolina, Gales acted as re-
porter to the North Carolina legislature and also
printed his newspaper, the Raleigh Register. He
unsuccessfully competed for the position of state
printer the first year, but he attained the position
the following year. He held the title of state
printer for ten years against fierce competition
from Federalist newspaper printers. While news-
Paper printers routinely attacked one another in
editorials, Gales and one of his opponents even
came to blows with canes on the courthouse steps
in 1804.8 All this action made for lively reading,
and GalesTs foreign background and questionable
exodus from England became a popular theme in
editorial attacks from the opposition. When the
legislature, under political pressure from GalesTs
Opponents, lowered his salary in 1810, Gales,
offended, withdrew his name from the election.

After leaving the position he had held for a
decade, Gales continued reporting for the legisla-
ture and printing the Raleigh Register. Upon
retiring in 1833, he relocated to Washington, D.C.
and edited the Annals of Congress which his son,
Joseph, Jr., and his son-in-law, William Winston
Seaton, were printing. In Washington, GalesTs
beloved wife died. He moved back to Raleigh
where he died while serving as the mayor of
Raleigh, a position he had held for a total of
fourteen years before and after his move to
Washington.

Gales had always dreamed of having one of
his sons graduate from college. However, his son
Joseph, Jr. was expelled from the University of
North Carolina in Chapel Hill after only one year.®
Joseph, Jr. did receive a diploma from the Typo-
graphical Society of Philadelphia in 1806, certi-
fying him as a finished printer, a trade he had first

learned from his father. Lack of a college educa-
tion did not prevent Joseph, Jr. from living a
successful life.

Recall that some years before, Samuel Harri-
son Smith had purchased GalesTs subscriber list
for GalesTs Independent Gazeteer. Smith went on
to establish a newspaper called the National
Intelligencer in 1800 when the nationTs capital
was relocated to Washington, D.C. Joseph, Jr.
joined Smith in Washington, D.C. in 1807. By 1809,
Joseph, Jr. was a full partner and in 1810 he
became sole owner, allowing Smith to retire.
Joseph, Jr.Ts brother-in-law, William Winston
Seaton later joined him and formed the partner-
ship of Gales and Seaton.

William Winston Seaton was born into a
prominent Virginia family and began working for
a newspaper at the age of seventeen. He first
came to Raleigh to work for one of Gales competi-
tors. He met and fell in love with GalesTs daughter
Sarah, whom he married in 1809. He joined
Joseph, Jr. in Washington, D.C. in 1812, and toge-
ther they edited the National Intelligencer. The
National Intelligencer was a four page newspaper
consisting primarily of Congressional proceedings.
Other material included editorial columns, letters,
clippings from other newspapers, political articles
and some advertisements.

The National Intelligencer was also the organ
or oCourt Paper� for the Madison and Monroe
administrations. As such, it reflected official opin-
ion and was the first place where treaties and
proclamations were published during the years it
held the favor of the administration.� The editors
of the National Intelligencer acted as reporters of
Congressional debates, one in the House and one
in the Senate. Their role was more like that of a
stenographer for the Congressional Record than
that of the modern journalist. The National Intel-

Chronological List of Publications

Sheffield Register. June 8, 1787 - July 27,

1794. Sheffield: Gales

GalesTs Independent Gazetteer. 1796.
Philadelphia: Gales.

Raleigh Register. October 22, 1749-1848.

Raleigh: Gales.
National Intelligencer. 1810-1865. Wash-

ington: Gales and Seaton. .
Register of Debates in Congress. 1825-

1837. Washington: Gales and Seaton.
American State Papers. 1832-1861. Wash-

ington: Gales and Seaton.
Annals of Congress. 1834-1856. Washing-
ton: Gales and Seaton.

Summer 1990"127

ligencer was able to report the proceedings of
Congress in greater detail than any other source
until 1833 when coverage began to be provided by
the Congressional Globe. The reports of debates
were often printed verbatim. Articles from the
National Intelligencer were printed in news-
papers throughout the country.

The election of John Quincy Adams as presi-
dent in 1825 heralded the start of GalesTs and
SeatonTs fall from their position as the principal
government printers.!! Their newspaper was no
longer the organ of the administration and by the
end of AdamsTs term of office the partnership had
lost the Congressional printing contracts they
had held since 1819. Because of this loss of a
steady source of work, the editors were forced to
find a new use for the extensive printing plant
built up to support the government contracts.
The void was filled by the publication of the
Annals of Congress (1834-1856) and the Ameri-
can State Papers (1832-1861).

The Annals of Congress were the forerunner
of the modern Congressional Record.!? The
Annals recorded the debates and proceedings of
the first eighteen Congresses and consisted of
forty-two volumes, covering the years 1789 to
1824. The first two volumes of the Annals, edited
by Joseph, Sr., were published in 1834. Congress
appropriated money for the completion of the
Annals in 1849, and the remaining volumes were
published between 1849 and 1856.

Money for the American State Papers was
appropriated by Congress in 1831. The American
State Papers consist of thirty-eight volumes and
reprint executive and legislative documents for
the first twenty-five Congresses. These materials
had been originally printed inadequately, and
most copies of them had been destroyed by the
British in 1814. The archives and manuscript
records of the Senate and House were used to
compile and edit a complete set which was then
printed by Gales and Seaton between 1832 and
1861.18

Like his father"the longtime mayor of
Raleigh"Joseph, Jr. served as mayor of Washing-
ton, D.C., from 1827 to 1830, just as his glory years
came to a close. His years as mayor were rather
unremarkable. Toward the end of his own printing
career, from 1840 to 1850, William Winston Seaton
also served as mayor. Seaton was treasurer of the
Smithsonian Institution and led the movement to
erect the Washington Monument.'*

This brief article can provide but a glimpse of
the color and excitement of the lives of these early
printers of government documents. Much of the
story related here was recorded in a memoir

128"Summer 1990

written by Winifred, wife of Joseph, Sr., also the
author of the first novel both written and printed
in North Carolina. Her memoirs relate many per-
sonal anecdotes, including the voyage to America,
the pirates who harassed the ship, and the early
struggles to become established in the printing
business. The original manuscript of the memoir is

housed in the Southern Historical Collection at
the University of North Carolina, Chapel Hill, and
a copy can be found at the State Archives in
Raleigh. A financial account book for the firm of
Gales and Seaton is housed at the Archives and
Manuscripts Department at Duke University. A
cashbook and diary kept by Joseph, Sr., during his
voyage to America is housed in Raleigh at the
State Archives. The diary was examined by
William Powell in an excellent article for the
North Carolina Historical Review.®

Ph.D. dissertations have been written and
published concerning each of the newspapers.!®
Bound copies of the National Intelligencer are
maintained at the Davis Library in Chapel Hill
and the North Carolina Collection there has
microfilm of the Raleigh Register. William Winston
Seaton is the subject of a biography titled William
Winston Seaton of the National Intelligencer writ-
ten by his daughter Josephine in 1871.17 A com-
prehensive work describing the lives of these men
would be an exciting addition to the history of
government printing.

References ;
1, Anne Boyd and Rae Rips, United States Government Publica-
tions (New York: H. W. Wilson, 1949): 64.
2. William Noblett, oFrom Sheffield to North Carolina: England's
loss was the United StateTs gain when the fiery radical Joseph
Gales established a prosperous foothold in the New World,�
oHistory Today 26(January, 1976):23; Robert Elliott, Jr., The
Raleigh Register, 1799-1863, James Sprunt Studies in History
and Political Science (Chapel Hill: University of North Carolina
Press, 1955): 7, 9; William Ames, A History of the National
Intelligencer, (Chapel Hill: University of North Carolina Press,
1972): 71; Reminiscences, Gales Family Papers, Southern Histor-
ical Collection, Chapel Hill: 40.
3. Noblett, oFrom Sheffield to North Carolina,�; Elliott, The
Raleigh Register: 9; Ames, A History of the National Intelligen-
cer: 71: Reminiscences: 53; W.H.G. Armytage, oThe Editorial
Experience of Joseph Gales, 1786-1794,� The North Carolina
Historical Review, 28(July, 1951):334, 358.
4. Charles Lanman, oNational Intelligencer and its editors,�
Atlantic Monthly (October, 1860):470; Allen Johnson and Dumas
Malone, eds., Dictionary of American Biography (New York:
Charles ScribnerTs Sons, 1932).
5. Charles Evans, American Bibliography (New York: Peter
Smith, 1941).
6. William E. Dodd, The Life of Nathaniel Macon (1903; reprint,
New York: Burt Franklin, 1970); Elliott, Raleigh Register: 16;
Ames, A History of the National Intelligencer: 75.
7, Reminiscences; Ames, A History of the National Intelligencer:
75.

8. Raleigh Register, December 10, 1804; Ames, A History of the
National Intelligencer: 78; Elizabeth Waugh, North CarolinaTs
Capital, Raleigh (Chapel Hill: University of North Carolina
Press, 1967).

9. Grady Lee Ernest Carroll, The Gales Family in Raleigh and
Washington: Sketches for Portraits (Raleigh: Carroll, 1978);
Ames, A History of the National Intelligencer: 80.

10. Ames, A History of the National Intelligencer: 113.

11. Ibid.: 127.

12. Joe Morehead, Introduction to United States Public Docu-
ments, 3d ed. (Littleton, Colo.: Libraries Unlimited, Inc., 1983):
142.

east Sgt

oh |

13. Boyd and Rips, Government Publications: 80.
14. Who Was Who in America: Historical volume 1607-1896,
rev. ed. (Chicago: Marquis WhoTs Who, 1967):543.
15. William Powell, oThe Diary of Joseph Gales, 1794-1875�
North Carolina Historical Review 26 (1949):335.
16. Ames, A History of the National Intelligencer; Elliott, The
Raleigh Register.
17. [Josephine Seaton], William Winston Seaton of the National
Intelligencer, (Boston: R. Osgood and Co., 1871, New York: Arno
Press, 1970).
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Summer 1990"129

The North Carolina Depository System
and William Madison Randall

Library ... One Year Later

Arlene A. Hanerfeld

On August 12, 1987, the North Carolina Gen-
eral Assembly enacted legislation, effective Octo-
ber 1, 1987, which established a depository system
for North Carolina government publications.! The
purpose of the legislation is to make publications
of state agencies readily accessible to citizens
throughout the state. The need for a state deposi-
tory system and the process of developing and
ratifying the legislation have been discussed in
detail by Patricia Langelier.2 The purpose of this
article is to discuss the impact of the depository
system on William Madison Randall Library of
UNC Wilmington after its first year as a full North
Carolina depository library. The treatment and
processing of North Carolina documents in the
library will also be described.

The law contains several provisions that pro-
vide for a systematic distribution of North Caro-
lina government publications. The legislation des-
ignates the State Library as the official depository
for all state publications while other libraries
throughout the state serve as full or selective
depositories. The legislation also established the
North Carolina State Publications Clearinghouse
within the State Library to administer the system
and to catalog and distribute depository docu-
ments. Another provision of the legislation requires
state agencies to appoint publications officers
who are responsible for forwarding an adequate
number of their agency's publications to the Clear-
inghouse within ten days of publication, and for
providing a semiannual list of their publications
to the Clearinghouse. An optional provision of the
law permits the State Librarian to appoint a
board to advise the Clearinghouse and review its
activities. The current North Carolina State
Depository System Advisory Board is composed of
one representative of the Documents Section of
the North Carolina Library Association, three
publications officers, and four depository librar-

Arlene A. Hanerfeld is Reference/Documents Librarian at

William Madison Randall Library, University of North Carolina
at Wilmington in Wilmington, NC.

130"Summer 1990

ians. The Clearinghouse Coordinator and the State
Librarian serve as ex officio members.

A final provision of the legislation requires
the Department of Cultural Resources to report
annually to the Joint Legislative Commission on
Governmental Operations and the Fiscal Research
Division of the Legislative Services Office con-
cerning the operation of the depository system.
Two annual reports have been published. The first
one describes the development of policies and pro-
cedures for the system,T and the second report
provides statistics on the number of depository
libraries and the number of paper and microfiche
documents cataloged and distributed.t Both
reports contain information on the financial re-
quirements for the system and the minutes of the
Depository System Advisory Board.

Randall Library was one of seven libraries
designated to participate in the Pilot Phase of the
depository system in 1988, and when the Pilot
Phase ended in 1989, thirteen depository libraries
were added to the system. At the end of 1989,
eight of the twenty libraries were full depositories,
twelve were selective depositories, and ten of the
eleven state congressional districts contained at
least one depository library.5

Randall Library provides library services to
394 faculty, 527 staff, 352 graduate students,
6,651 undergraduate students, and many citizens
of southeastern North Carolina. It is a partial |
United States depository library, selecting sixty-
two percent of the items available from the Goy-
ernment Printing Office, and it is also the Nuclear
Regulatory CommissionTs Local Public Document
Room for the Brunswick Steam Electric Plant. The
Government Documents Collection is a division of
the Reference Department. One professional
librarian has responsibility for the collection in
addition to other reference duties. One library
assistant works full time in the collection, and
there are normally two part time student assis-
tants who work ten hours a week in the collection.
Documents reference service is provided at the

reference desk.

Prior to 1984, North Carolina documents
were part of the General Collection, cataloged
and classified with Library of Congress call num-
bers. However, there was no systematic effort to
acquire a wide variety of state publications. In
1984, the North Carolina Documents Collection
was established. The collection was not cataloged
and was located in the documents stacks classified
according to the Classification Scheme for North
Carolina State Publications.T A special effort was
made to acquire North Carolina documents using
the Checklist of Official North Carolina State Pub-
lications as a selection tool (hereafter referred to
as the Checklist). This bimonthly publication pub-
lished by the State Library lists cataloging records
of North Carolina publications deposited at the
State Library. The Checklist was also used to
Provide subject access to the collection, and a
Shelflist was maintained to provide access by
agency.

Since 1973, UNC-Wilmington has been eligible
to request two copies of state publications directly
from the issuing agency.T A few agencies added
the library to their mailing lists, and many docu-
ments were received that were never listed in the
Checklist. Subject access to the collection became
increasingly difficult as the collection grew. Some
North Carolina documents continued to be cata-
loged and classified with Library of Congress call
numbers for the reference collection.

In 1987, Randall Library began using the
LS/2000 fully integrated automated systems. A
terminal, printer, and barcode reader were in-
Stalled in the documents office. Brief records
which included title, classification number, pub-
lication date, and items records were input for all
documents in the North Carolina Documents Col-
lection. This provided title, title key word, and
Classification number access to each document in
the collection. The documents library assistant
and the reference documents librarian entered
, these brief records over a three month period,
and since LS/2000 provides the capability of
Searching by document classification number, the
Shelflist was discontinued. There were approxi-
mately two thousand documents in the collection
when the first shipment of North Carolina deposi-
tory documents was received in October 1988.

The library receives most depository docu-
ments on microfiche which is produced by a con-
tractor for the State Library. During the pilot
phase, libraries were allowed to select a combina-
tion of paper and microfiche items; however,
libraries are now required to choose only one
format, preferably microfiche, due to shortages of

paper copies available from state agencies. Randall
Library currently receives ninety-five percent of
the items from the oItem Selection List�® on micro-
fiche and five percent on paper. If the State
Library does not receive enough paper copies of a
title for distribution, microfiche is sent. Titles
from the oCore Collection of North Carolina State
Documents�? list are distributed in paper, but
some core titles are considered non-depository
and must be purchased by depository libraries.
Non-depository publications are those titles
offered for sale by state agencies and copyrighted
publications for which the agency has not released
the copyright to allow for reproduction on micro-
fiche.

The Clearinghouse requires that depository
libraries who are members of OCLC add their
holding symbol to OCLC records for depository
documents. The Clearinghouse catalogs all deposi-
tory documents on OCLC before distribution, and
provides the OCLC number for each document on
the shipping lists. Since library staff have to
retrieve the record on OCLC to add the library's
holding symbol to the record, it seemed logical to
download the record into the LS/2000 database
at the same time. A decision was made to begin
cataloging depository documents and to begin
retrospective cataloging of non-depository docu-
ments when additional disk space was available
in Juiy 1989. Thus, the biggest impact of the
depository system has been its influence on the
decision to catalog the collection. Since August
1989, all depository documents have been cata-
loged upon receipt, and at the end of 1989 all
microfiche titles in the collection and more than
half of the paper titles in the collection were
cataloged.

The Documents Division of the Reference
Department receives biweekly depository ship-
ments from the Clearinghouse. The documents
library assistant spends approximately four hours
processing each shipment. First, documents in
each shipment are checked to be sure everything
listed on the shipping list has been received. If
titles are missing, a claim is processed immediate-
ly. Then documents are counted, stamped with
the date received, and classification numbers are
recorded on each item. These numbers are listed
on the shipping list and are already printed on
the microfiche headers. Numbers are recorded on
microfiche envelopes because each envelope is
barcoded. This makes it easier to determine what
belongs in an envelope if it is separated from the
microfiche.

Next, the library assistant searches each item
in the LS/2000 database. If a document is a serial

Summer 1990"131

that has already been cataloged, it is barcoded
and an item record for the document is added to
the LS/2000 database. At this point the document
is ready to be shelved. The monographs and the
serial titles which have not been cataloged are
forwarded to the Catalog Department with a copy
of the shipping list. A library technical assistant in
the Catalog Department spends approximately
four hours processing each shipment, download-
ing records from OCLC into the LS/2000 database.
The availability of the OCLC number on the ship-
ping list streamlines the cataloging process. Docu-
ments are usually available for public use within
one week of receipt.

The purpose of the legislation
is to make publications of
state agencies readily
accessible to citizens
throughout the state.

Unfortunately, Randall Library did not have
holding libraries established for the Government
Documents Collection in OCLC. The holding li-
brary field in the OCLC record represents the
location of an item within the library's collection.
As a result, the correct location and call number
did not appear in the item record after a title was
downloaded from OCLC to the LS/2000 database.
Once the government documents holding libraries
were created in OCLC, there was a long delay in
establishing the new holding libraries as part of
the LS/2000 profile. Until January 1990 the docu-
ments library assistant spent approximately two
hours editing records after each depository ship-
ment was cataloged, adding the correct location
and class number to each item record. Now that
the profile change has been made, the only item
records which have to be edited are serial records
which require information that does not appear
in the call number field of the OCLC record such
as volume and issue numbers.

Ephemeral titles, which include items such as
pamphlets, calendars, and program announce-
ments, are often included as non-depository items
in shipments, but they are not cataloged or classi-
fied by the Clearinghouse. The documents library
assistant forwards these titles to the reference/
documents librarian who assigns a classification
number for those that are appropriate for the
collection. Original cataloging is usually required
for these titles, and a library technical assistant II
in the Catalog Department has cataloged seven-

132"Summer 1990

teen ephemeral items which have been added to
the collection. The library technical assistant II
also performs the retrospective cataloging of the
paper collection as time permits.

One noticeable impact of the depository sys-
tem is that the size of the collection has increased
tremendously. Between October 1988 and Decem-
ber 1989 the library received 306 paper pieces
and 2,231 microfiche pieces through the deposi-
tory system. The microfiche fill one drawer of a
microfiche cabinet; shelf space required for paper
items is minimal. During the same time period,
491 non-depository paper pieces received directly ;
from state agencies were also added to the collec-
tion. Duplicates of many of these non-depository
items were later received from the Clearinghouse.
Since there is approximately a three month time
lag associated with the production and distribu-
tion of microfiche, some documents are received
in a more timely manner directly from the agency.
Also, many of the non-depository items added
were copyrighted titles not available through the
Clearinghouse.

Another impact of the depository system is
that the library is receiving a wide variety of publi-
cations not previously available in the collection.
Reference librarians report that North Carolina
documents are retrieved in the LS/2000 retrieval
subsystem more often since the depository system
and the cataloging project began. The number of
reference questions involving the use of North
Carolina documents during the fall semester in
1988 was 133, and 166 during fall semester in
1989, a twenty-five percent increase. During the
1988/89 fiscal year, 103 items from the North
Carolina Documents Collection circulated, and
from July 1989 to December 1989, 164 North
Carolina documents circulated, a fifty-nine per-
cent increase over the entire previous fiscal year.
As of December 1989, the interlibrary loan staff
had not filled any incoming requests for state
documents since the beginning of the depository
system.

Cataloging staff report that they have bene-
fited from working with the collection. They have
increased their knowledge of the content of the
collection and have enjoyed learning new func-
tions associated with cataloging documents in
OCLC and LS/2000. Reference and documents
staff have also benefited from an increased know-
ledge of state publications available for research.
The reference/documents librarian has been re-
lieved of time previously spent requesting docu-
ments from agencies. Also, staff in the Curriculum
Materials Center are pleased with the increased
availability of titles in the collection from the

North Carolina Department of Public Instruction.
These titles are available in the ERIC Collection,
but their arrangement within the North Carolina
Classification Scheme enables users to find useful
information by browsing in the collection.

There have been some additional expendi-
tures as a result of becoming a full depository
library, and the library administration has been
very supportive of the system. Funding has been
provided for increased cataloging costs and for
new serial subscriptions to three non-depository
: Core collection titles. Travel funds have also been
available for the reference/documents librarian
to attend quarterly meetings of the North Carolina
Depository System Advisory Board. Additional
equipment was not necessary during the first year
because microfiche cabinets, shelf space, micro-
fiche readers and printers, and an LS/2000 work-
Station were already available in the Government
Documents Collection.

To summarize, the impact of the depository
System has been very positive for Randall Library.
The Clearinghouse has operated very efficiently in
Cataloging and distributing a large number of
titles, and their cataloging has enabled library
Staff to process the documents quickly. The work-
load for the Catalog Department staff and the
documents library assistant has increased as a
result of the depository system, but additional
Staff have not been required because the library is
fortunate to have efficient, dedicated staff that
have been able to handle the additional workload.
Increases in reference transactions and circula-
tion statistics reflect an increase in the use of
North Carolina documents, a direct result of
Making documents more accessible with full cata-
loging records in the LS/2000 database. As the
Collection continues to grow and when the retro-
Spective cataloging is completed, the North Caro-
lina Documents Collection will be an increasingly
important source of information.

The purpose of the legislation, oto facilitate
public access to publications issued by State agen-
Cies,�10 is being achieved. State agencies publish
information on a wide variety of topics of interest
to business peopoe, consumers, and researchers.
The legislation has enabled the State Library to
obtain and preserve a more complete collection of
these North Carolina government publications.
Citizens from southeastern North Carolina and
Other areas of the state who live considerable
distances from the capital now have access to
Sizable collections of information about North
Carolina state government.

References
1. North Carolina General Statutes 125-11.5 (1987).
2. Patricia A. Langelier, oPutting the Public Into State Publica-
tions: the North Carolina Saga,� Government Publications
Review 16 (September/October 1989):447-462.
3. Annual Report to the Joint Legislative Commission on Gov-
ernmental Operations and the Fiscal Research Division of the
Legislative Services Office North Carolina General Assembly.
(Raleigh, NC: North Carolina State Publications Clearinghouse,
Division of State Library, 1988).
4. Ibid., 1989.
5. The following depository libraries are listed by North Carolina
congressional districts; (F) indicates full depository and (S) indi-
cates selective depository: 1st-Joyner Library, East Carolina
University (F); 2nd - Perkins Library, Duke University (F);
Hackney Library, Atlantic Christian College (S); 4th - State
Library (F); Wilson Library, UNC Chapel Hill (F); 5th - Forsyth
County Public Library (S); Reynolds Library, Wake Forest Uni-
versity (F); 6th - McEwen Library, Elon College (F); Bluford
Library, N.C. A&T University (S); Jackson Library, UNC Greens-
boro (F); 7th - Livermore Library, Pembroke State University
(S); Randall Library, UNC Wilmington (F); Robeson County
Public Library (S); 8th - Smith Library, Wingate College (S); 9th
-Atkins Library, UNC Charlotte (F); Charlotte Public Library (F);
10th - Belk Library, Appalachian State University (F); Catawba
County Public Library (S); 11th - Hunter Library, Western
Carolina Univrsity (S); Ramsey Library, UNC Asheville (S).
6. Classification Scheme for North Carolina State Publications.
(Raleigh, NC: Division of State Library, 1988).
7. North Carolina General Statutes 147-50 (1973, c. 598).
8. North Carolina State Documents Depository System Hand-
book for Depository Libraries. (Raleigh, NC: North Carolina
State Publications Clearinghouse, Division of State Library,
1989), A46-A90.
9. Ibid., A38-A42.
10. North Carolina General Statutes 125-11.5 (1987).

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Summer 1990"133

Locating North Carolina
Cartographic Information

Ralph Lee Scott

Map information about North Carolina can
be a useful tool for historical research, legal
research, hiking, camping, teaching, and display.
Maps are a colorful graphic representation of
familiar and unfamiliar geographic features rang-
ing from geologic faults to your own backyard.
Maps are available in a wide variety of types.
Topographic, geologic, bathymetric, geophysical,
historical, planimetric, hydrologic, nautical, land
use, land cover, transportation, highway, river,
recreational, soil survey, mineral, climatic, and
satellite image maps can all be found for portions
of North Carolina. How does one go about acquir-
ing North Carolina maps of interest or deciding
which map best meets a need? After reading this
article you should have a general idea of where to
go next for help.

A good source of North Carolina mapping is
the North Carolina affiliate of the National Carto-
graphic Information Center (NCIC), the North
Carolina Geological Survey, located on the fifth
floor of the Archdale Building in Raleigh. Some of
the products that NCGS can offer you are
described below.

Currently some thirty federal agencies offer
maps to the general public. These are available in
conventional topographic maps, space/aerial
photographs, and in digital form. The North Caro-
lina Geological Survey assists citizens in locating
cartographic materials that might be of use to
them. The NCGS has the ability to locate needed
maps through an in-house indexing system. If you
want a topographic map or nautical chart of a
North Carolina area, these are the folks to start
with to find out what is available for your area.

In addition to current mapping, the NCGS
also offers reproductions of older mapping printed
oon photographic paper, at or near there (sic)
original size.�! Genealogists frequently consult
these early maps for information on current and
defunct North Carolina towns. These older histori-
cal topographic maps date back to about 1879,

Ralph Lee Scott is head of the Documents Department/North
Carolina Collection of Joyner Library at East Carolina Univer-
sity in Greenville, NC.

134"Summer 1990

when the United States Geological Survey was
established. Some useful publications for locating
older maps held by the federal government in
their record centers are: Guide to Cartographic
Records in the National Archives,? and The
Geography and Map Division: A Guide to Its
Collections and Services,? the latter of which
covers maps in the Library of Congress. Older
maps may be obtained also in federal documents
depositories, state archives, local and
county historical societies and county court
houses.

The NCGS can also assist you in searching the
files of the United States Board on Geographic
Names which sets federal usage of place names in
the world. The main name file is called the Geo-
graphic Names Information System, and it is
indexed through the Geographic Names Alpha-
betical Finding List available through the NCGS.

*%

ae

4

a

National Ocean Survey Hydrographic Chart-Cape Hatteras-
Wimble Shoals to Ocracoke Inlet, N.O.S. Chart 11555 (Loran-
C Overprinted), (Washington, NOAA, 1980), DMA Stock No.
11AC011555.

These lists which are available by state; contain
the name (even if the name was discussed by the
board and not used); a name class (school, lake,
stream, locale, place, tank); a county code; coordi-
nates; elevation and map code (for some names
only). All sorts of interesting lists can be computer
generated by NCGS. A list of place names for your
county can be generated, for instance, from the
Geographic Information System. Printed copies of
state lists can be consulted at most federal docu-
ment depositories. Currently the North Carolina
Index is available only on computer printout, but
some in-state libraries have this available for
Patrons to consult.

Another helpful agency to know about is the
oOld Charts Section� of the National Oceanogra-
phic and Atmospheric Administration (NOAA) in
Washington, D.C. They maintain files on the
current and historical status of hydrographic
mapping with emphasis on the United States
coastal areas. For instance, if you want to find out
when Bald Head Island was first charted, the oOld
Charts Section� can consult their records by the
current coastal chart number to determine when
the area was first surveyed. All of the older charts
have been sent to the National Archives where the
charts are available to the public. Photocopies
can be made by the National Archives of most
older charts. They ask, however, that you first
obtain the chart number from the oOld Charts
Section� of NOAA before requesting a copy on
Interlibrary Loan.

Aerial photographs are also available through
the NC Geological Survey. For example, if you
wanted an aerial photograph of Chapel Hill in the
early twentieth century, any number of state,
private, or federal agencies may have mapped this
area. The NC Geological Survey would be able to
assist you in getting the best source for a photo-
graph. A wide variety of high-altitude (EROS sate-
lite) photographs as well as low-altitude flyover
photographs are available through this program.

Census tract maps are also a source of useful
cartographic information. These maps are avail-
able back to the 1910 Census and show the loca-
tion by city place names located within the census
tract boundaries. It was not until the 1940 Census
that North Carolina cities were first listed in pub-
lished tract maps. These maps are often used by
demographers and epidemiologists to pinpoint
Statistical trends. Starting with the 1990 Census,
these maps will be in a computer readable file
called TIGER (Topologically Integrated Geogra-
phic Encoding and Referencing) file. While there
has been some recent criticism of the accuracy of
some of the 1990 TIGER maps, the files are the

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first large scale attempt at computerized mapping
of the United States.*

In addition to this federal aerial mapping, the
Weyerhaeuser Company photographed most of
eastern North Carolina, from the Virginia border
to Bladen and Pender counties. These photo-
graphs are for sale by the Weyerhaeuser Company
in prices varying from $12.00 to $109.77, depend-
ing on photograph size. Weyerhaeuser maps may
be viewed at the Aerial Photo Sales Department
Office in the Region Headquarters building of the
Weyerhaeuser Company in New Bern, NC.

Map users may consult copies of maps in a
wide variety of collections throughout North
Carolina. Most federal documents depositories
have some maps. Public libraries acquire local
maps of interest to their patrons. Community
colleges and technical institutes with surveying
programs are also likely locations to find map
collections. The largest map collections in the
state are found at Duke University, the University
of North Carolina at Chapel Hill and the State
Archives in Raleigh. Most public and private uni-
versities and colleges in the state also have map
collections that are open to the public.

Summer 1990"135

The University of North Carolina at Chapel
Hill Maps Collection has a large collection of
world-wide mapping as well as a separate special
collection of North Carolina maps in the North
Carolina Collection. These maps are found in
Wilson Library. The Maps collection has a sizable
collection of commercially produced maps and
publications as well as depository maps, including
the U.S.G.S. maps. The librarian on duty in the
collection is Celia Pratt. Of special interest is the
North Carolina CollectionTs series of Sanborn fire
maps.®° These maps are fire insurance maps of
North Carolina municipalities dating from 1884
to 1951. Sanborn fire maps, drawn to the scale of
fifty feet to an inch, show every building in the
obuilt up part of town.� The maps were produced
by lithography and hand-colored to show the fire-
resistant characteristics of each building (e.g.
yellow indicated combustible wood construction,
red indicated brick, and gray ofire proof�). Munici-
pal infrastructure (water, sewer, gas, electric
lines) is often also shown. These maps enabled
insurance companies to assess the risks of insur-
ing a building based on its construction and the

4

pe

136"Summer 1990

Topographic Map, Pinnacle, N.C., (Washington, D.C., USGS, 1964) AMS 4956 IV SW-Series V842 7.5 min. series.

construction of neighboring structures. The Great
Depression and World War II greatly affected the
ability of the company to produce these maps;
they fell into disuse and the company never
recovered financially. Today most of this informa-
tion is stored on rate sheets by location in compu-
ters instead of in Sanborn fire map format. These
maps however, still provide a great wealth of
information on North Carolina towns and cities
during the period they were produced in the
state. Maps were updated periodically as needed,
so you will find that date coverage will vary for
given localities. Historians, genealogists, preserva-
tionists, and other researchers will find this series
indispensable. Other maps of North Carolina
historical interest will be found in this collection
located in the Louis Round Wilson Library. The
staff here is always eager to assist those research-
ing North Carolina history. H. G. Jones is the North
Carolina Collection curator.

The North Carolina State Archives in Raleigh,
a division of the Department of Cultural Resour-
ces, collects original manuscripts and printed
maps of North Carolina as well as facsimiles from

be



. fan oO #@

other collections. Land survey records from
county court registers of deeds are kept here in
microform (and in manuscript form if counties
have sent the originals to the State Archives for
preservation). Card files are maintained which
chronologically, topically, and geographically
index maps in the State Archives. Map collections
of interest are the special surveys of eastern North
Carolina swampland; records of the Department
of Transportation, The North Carolina Wildlife
Resources Commission, The North Carolina Ports
Railway Commission; and various other state
mapping agencies. The State Archives has in place
a careful screening process to protect their valu-
able manuscript resources from theft and mutila-
tion. Be sure to bring identification and allow
extra time for registering to use their collection.
Staff on duty in the search room can help you
locate maps in their collection.

Duke University has an extensive collection
of USGS maps. This depository collection has been
supplemented by university purchases of addi-
tional domestic and foreign maps both commer-
cial and governmental. The Duke collection is
open to the public and is located in the Documents
Department of Perkins Library. The Duke Univer-
Sity collection of non-U.S. mapping is the largest
and most comprehensive in the state. Margaret
Brill is the map librarian in the Duke Documents
Department.

Most universities and colleges with geology
Programs also receive maps from the various
State Geological Surveys. If you are interested in
an area that has been mapped by a state survey
then this type of map will prove to be of interest.
Again the larger universities have the more exten-
Sive collections. For instance if you are interested
in a Colorado map, then the Colorado Geological
Survey might have done one. A call to the North
Carolina Cartographic Information Center will
tell you if out-of-state mapping exists for your
area of interest.

Individuals working on North Carolina areas
will not want to be without William Powell's North
Carolina Gazetteer,T which is the best source of
local place name information and anecdote. If
you are not satisfied with the sheet maps you
have located so far you might want to consult
David ClarkTs book Index to Maps of North Caro-
lina in Books and Periodicals,T alas now a decade
and a half old and in need of updating. It does,
however, cover books and periodicals published
Prior to 1974 and should be consulted. Often large
atlases in the reference collection will have useful
maps of North Carolina in them. Also of interest
to researchers of the coastal areas of North Caro-

lina is William P. CummingTs book, Mapping the
North Carolina Coast.® Cumming gives an excel-
lent summary treatment of early North Carolina
mapping. This work is useful in tracing the varied
changes in North Carolina's coastal barrier islands
and inlets.

There are several map distributors in North
Carolina. They can be found by consulting the
oYellow Pages� of the telephone directory under
oMaps"Dealers.� A major North Carolina com-
mercial map resource is GEOSCIENCE Resources,
in Burlington.

Maps are available from a wide variety of
sources, both commercial and governmental in
North Carolina. They make ideal teaching and
research aids. A bibliography and list of sources of
maps is appended.

Map Sources

GEOSCIENCE Resources (a commercial map
source in N.C.)

2990 Anthony Road

Burlington, NC 27215

(800) 742-2677 (order desk)

North Carolina Cartographic Information
Center (NCIC)

P. O. Box 27687

Raleigh, NC 27611-7687

(919) 733-2423

US. Library of Congress. Geography and
Map Division

Library of Congress

Washington, D.C. 20540

U.S. National Archives
Publications Sales Branch
Washington, D.C. 20408

U.S. National Cartographic Information Center
507 National Center

Reston, VA 22092

(703) 860-6045

U.S. National Oceanographic and Atmospheric
Administration

Old Charts Section

Rockville, MD 20852

(801) 436-5766

U.S. Government Printing Office
(Superintendent of Documents)
Washington, D.C. 20402

(Continued on page 149)

Summer 1990"137

POINT/

Cost-Sharing: ItTs Time
To Pay Up

Ridley R. Kessler, Jr.

If you want to start a good fight in a group of
documents librarians, all you have to do is bring
up the issue of ocost-sharing,� and in a matter of
minutes there will be a conflagration such as you
havenTt seen in many years, complete with hard
stares, harsh words, and heavy body posturing.
Unfortunately, the word ocost-sharing� is fraught
with controversy and so emotionally loaded that
it is very difficult to discuss the issues in a calm
and rational manner.

As a group, the documents community sees
cost-sharing as a violation of the ages-old concept
of free access to government information"
especially through the Depository Library Pro-
gram. Most of this group, myself included, have
spent their entire careers fostering and protecting
this basic right, rising as one to fight off any
attempts by the government or private enterprise
to impose any kind of costs at all for the general
public. Our cry has been loud and clear, oCost-
sharing, just say no!�

Many of us in the documents community are
beginning to take a second look at our own ohard
line� no costs policy. We are doing this because we
believe that depository libraries are going to have
to accept the fact that cost-sharing is an idea
whose time has come, and it is going to happen no
matter how hard we try to prevent it. In fact, we
are extremely worried that our refusal to even
discuss the issues involved may have already done
us irreparable harm by costing us the time we so
desperately need to define and plan a reasonable
and well-thought-out strategy for containing
these costs.

There are two main reasons for the renewed
interest in cost-sharing in the eighties. The first
has been the introduction of government informa-
tion in electronic formats. Any time a new tech-
nology is introduced in the documents world, the
immediate reaction of the library community is to
ask the government to subsidize. our refitting

Ridley R. Kessler, Jr. is Documents Librarian at the University
of North Carolina at Chapel Hill.

138"Summer 1990

costs. The government always refuses to do this,
believing firmly that its main responsibility is to
provide us with the basic material, whatever it is.
Our responsibility is to provide the service and
the equipment to use the material. The second
reason for the renewal of interest has been a more
conservative set of Presidents and a more cost-
conscious Congress which have made great in-
roads into the free access concept. These indi-
viduals have made it clear that they want the
public in general and libraries in particular to
assume more responsibility for the costs of pro-
ducing and disseminating information. They have
done this by cutting programs, slashing budgets,
and involving private industry in the process. The
nineties look as if they will be equally as difficult;
indeed, such bills as the Paper Work Reduction
Act and the Information Policy Act have kept the
American Library Association, the Government
Documents Roundtable (ALA), Association of Re-
search Libraries, and the American Association of
Law Libraries busy as bees in summer fending off
these latest attempts to add costs to government
information.

So far, government information in electronic
formats has taken two forms that will most likely
affect depository library costs. The first format is
online databases. In fact, the Economic Bulletin
Board Pilot Project involving the Department of
Commerce and one hundred depository libraries
will be starting in the next few months. This
project will require that the participating libraries
pay all of the telecommunication costs while the
Government Printing Office picks up the access
fees. Many depository librarians have complained
bitterly about paying the telecommunications fees,
but I say this is a bargain. I wish that the GPO
could arrange other pilot projects at such a low
price. Remember, most of us have been database
searching for years with DIALOG and BRS and
would have been delighted if we could have
skipped the database fees and the citation char-

(Continued on page 153)

COUNTERPOINT

Cost-Shifting: Call It What It Really Is

Harry Tuchmayer

Ridley, youTre right. We need to get on with
the program and deal creatively with some of the
new and exciting possibilities technology has in
Store. And you are right again when you ask docu-
ments librarians to begin to develop strategies for
containing costs and insisting on the development
of uniform standards. But you miss the point
entirely when you say ocost sharing is an idea
whose time has come, and it is going to happen no
matter how hard we try to prevent it.� The fact of
the matter is, we already share the cost and have
done so since the inception of the depository
Program. Libraries already pay, and pay heavily,
for the obligation to house, access and assist in
the dissemination of public information. In fact,
the issue is not really one of cost sharing, but
more to the point, cost-shifting.

Since 1980, the federal government has sys-
tematically called into question its own obligation
to fund, staff, and maintain federal programs,
Shifting the cost to state and local governments
instead. This, I maintain, is the real issue, and this
is where the library community needs to stand
firm and fight. First, the federal government
Shifted the cost of continuing various social pro-
grams to the state and local governments, thereby
Curtailing the growth of these programs. Now, the
federal government is attempting to undermine
Open access to public information in a very clever
Way"cost-sharing. You see, the federal govern-
ment won't need to fight to restrict access to infor-
Mation; it will just make the information so expen-
Sive to obtain that it will become virtually inacces-
Sible to the average citizen.

LetTs look at the reality of most government
documents programs. They are housed in larger
State-funded institutions with trained staff and a
Strong commitment to accessing and disseminat-
ing the information. The library administration
further supports this program through equipment
Purchases and facilities support. The financial
resources to support all of this comes directly

Bc ee

Harry Tuchmayer is the Headquarters Librarian at the New
Hanover County Public Library and the current editor of
Point/Counterpoint.

from the state. Now picture, if you will, a sudden
decline in the state resources, say to the tune of
500 million dollars"and picture, if you will, the
same library administration faced with an instant
request to cut spending in order to make up the
shortfall. After the Xerox key is confiscated and
the phones are disconnected, where do you think
the next savings will come from? Certainly not
from the areas of the library with a large andT
vocal constituency demanding journals and books
to support already threatened undergraduate and
graduate programs!

The scene is even worse at any public library
where the ability to provide its public with these
same documents is all but nonexistent. The sad
truth of the matter is that all but the very largest
public libraries do not even attempt to obtain
these documents, and even fewer know what to
do with them once they get them. In a budget
squeeze, do any of us really think the public
library will stop buying extra copies of a Danielle
Steel or Robert Ludlum in order to renew a
licensing agreement for some software nobody
really knows how to access?

Aside from the issue of a budget crunch,
there are the more basic problems posed by the
shift to government information in electronic for-
mats. The issues here are fundamental and, as
Ridley rightly points out, they speak to the very
future of the government documents program"
telecommunications charges and access fees.

On the surface, the assumption of telecom-
munications charges seems reasonable enough"
after all, we already pay these charges, and more,
for searching more popular databases. But letTs
stop and really think about what this means.
Every time somebody ~wants to search for the
latest EPA studies on the safety of toxic waste
disposal sites, it costs the library money. Can that
university library continue to justify free and
open access to those reports when large numbers
of the general public suddenly become interested
in and want to search these files. Already we
restrict the use of Dialog, BRS, and other such
services by passing on the costs to the consumer.

(Continued on page 153)

Summer 1990"139

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140"Summer 1990

Library Research in North Carolina

Jinnie Y. Davis, editor

Libraries can create an environment condu-

Cive to research in many ways. One example of
long standing is the Library Research Forum
Sponsored annually for more than a decade by
the LibrariansT Association at the University of
North Carolina at Chapel Hill (LAUNC-CH). Speci-
fic responsibility for arranging the forum devolved,
informally at first, then as a standing charge,
Upon LAUNC-CHTs Professional Development
Committee. This year Diane McKenzie (Health
Sciences Library) is chair of the committee. She
Teconstructed for me the history of the Library
Research Forum with information from the
LAUNC-CH papers in the University Archives at
UNC-CH.
__LAUNC-CH held its first program on research
mM May 1979, when four campus librarians gave
brief presentations on their research projects.
The forum was presumably a success, for it was
followed the next year by an expanded program.
Not only were there reports on individual re-
Search, but also reports from the Library Research
Advisory Council and from several task forces.
Participants had only five minutes to cover their
Purpose, background, methodology, and results.
Eventually, the forum settled upon a standard
format and structure: ten- to fifteen-minute pre-
Sentations on four to six research topics. Ques-
tion-and-answer periods allow the audience to
Interact with the presenters.

Se
eit

eer

Fuca

In the twelve years that the Library Research
Forum has been held, reports were given on
research in nineteen broad areas. The two most
frequently represented were cataloging and collec-
tion development. Topics were not limited to aca-
demic libraries, and they ranged from Chinese
bookbinding, to sequential sampling of large popu-
lations, to discriminatory pricing of British jour-
nals by publishers. Since 1987, topics involving
computerization in some form have predominated.
oResearch� is not rigidly defined, so topics have
included informal in-house studies as well as
works of scholarly rigor. Indeed, one of the pur-
poses of LAUNC-CH is to explore different avenues
to professional development. Often the talks are
status reports on works in progress, but metho-
dologies and techniques have also been discussed.
More recently, however, the Professional Develop-
ment Committee has recognized the need to em-
phasize formal research methods as a way of
lending credence to results and conclusions.

Presenters were largely librarians at UNC-CH,
with Luke Swindler (Social Science Bibliographer,
Davis Library) holding the record for the most
talks, followed closely by Pat Dominguez (Humani-
ties Bibliographer, Davis Library) and Marcia
Tuttle (Serials, Davis Library). Occasionally, a
faculty member from the university's School of
Information and Library Science has participated.
In 1983, a librarian from North Carolina State

Summer 1990"141

University (NCSU) co-presented a report.

This yearTs Library Research Forum was held
in May 1990 and broke new ground by including
librarians from NCSU not only on the program but
also as guests. This change occurred in response
to the results of an earlier survey showing that
LAUNC-CH members strongly desired more in-
volvement with other librarians in North Carolina.
John Ulmschneider (Library Systems, NCSU Li-
braries) spoke on oTransmission of Digitized
Images,� focusing on a description of the technol-
ogy used in the NCSU LibrariesT applied research
project with the National Agricultural Library
(NAL). In particular, he addressed the differences
between digitized imagery"a computer-based
scanning technology that captures text and gra-
phics for storage"and telefacsimile or full-text
retrieval systems. As part of the National Agricul-
tural Text Digitizing Project, NAL researchers will
transmit to the NCSU Libraries digitized images of
materials requested by NCSU users. Upon receipt,
the file will be printed for the user or further
transmitted directly to the end user for down-
loading and manipulation of the data, as desired.

Margaret Moore (Information Management
Education Services, Health Sciences Library, UNC-
CH) reported on oEvaluating End-User Training�
through the Clinical Health Information Retrieval
Project (CHIRP), jointly supported by the School
of Medicine. CHIRP has made MEDLINE readily
available to third-year medical students in an

attempt to encourage their use of current bio-

medical research in clinical practice, as well as to
assess techniques employed to train them in the
use of MEDLINE. Survey responses collected from
these students have raised additional questions,
but there is overwhelming agreement that compu-
terized searching should continue to be made
available in the future. Expansion of the study in
the future will help eventually to address the
issue of the cost-effectiveness of instructional
methods.

Kric E. Palo (Circulation Department, Davis
Library) and Jerry D. Saye (School of Information
and Library Science) gave a progress report on
oCirculation and BIS Transaction Logs,� a study to
determine the relationship between online catalog
searches and resulting circulation transactions.
Palo described with understated humor some of
the practical difficulties in transaction log analy-
sis, particularly for truncated subject searches.
While the authors may conclude that their specific
methodology is not a fruitful one, Saye stressed

142"Summer 1990

that the limitations may be attributable to the
way that the Triangle Research Libraries Net-
workTs BIS online catalog handles searches. Ques-
tions to be pursued further include whether the
research question could be answered using an
online catalog with different programming, or
whether an expert systems program could aid the
investigation.

Eileen McGrath and Robert G. Anthony (both
of the North Carolina Collection, UNC-CH) took
us back to antebellum days with oHayes and Hope:
Two Early North Carolina Libraries.� To add to the
limited knowledge about early intellectual life in
North Carolina, McGrath and Anthony are com-
paring the library collections of two families that
produced men who played leading roles in the
history of the state. McGrath has compiled a sub-
ject bibliography of the Hayes collection, which
was left intact to the North Carolina Collection.
Anthony, on the other hand, is in the process of
recreating the Hope Library through careful
analysis of primary source data such as hand-
written court records from the time of the estate
sale. A preliminary comparison shows that"prob-
ably reflecting the personalities of the men in-
volved"the Hayes collection tends to have more
literary works, while the Hope collection is strong-
er in politics, history, travel and biography. Titles
duplicated in the two collections show that, as
working libraries on large farms, the two collec-
tions held standard reference works on agricul-
ture and animal husbandry, as well as basic texts
on medicine. Other duplications reflect the politi-

cal leanings of both men (e.g., The Federalist

Papers).

The Research Forum at Chapel Hill is an
annually anticipated event, usually drawing about
forty library staff who respond to the lure of "

exposure to a variety of research projects using,

!

diverse research methodologies (not to mention

the chance to socialize with colleagues and par-.
take of the justly famous refreshments). Replica-
tion of the forum elsewhere is a relatively easy
way to focus attention on library research. At
UNC-CH, the costs are minimal (to cover food and
supplies) and are covered by LAUNC-CH dues.
Aside from the previously mentioned benefits, the
research forum can be an opportunity for us toT
pause in our daily labors and see the world of
librarianship from another personTs organized!
perspective, and to regain or renew our sense of

curiosity about our profession. ol

""

" ae

ee Se a +. a ee

Jim L. Sumner. A History of Sports in North
Carolina. Raleigh: Division of Archives and History,
North Carolina Department of Cultural Resources,
1990. 119 pp. $6.00, plus $2.00 postage and han-
dling. ISBN 0-86526-241-1 (paper).

2 no

Gt. nai

Pon opt

To those prospective readers who are willing
to concede that there may have been sports in the
- Tar Heel state before Everett Case arrived in
Raleigh in 1946 or even before the Pinehurst
Course No. 2 (golf) was completed in 1907, Jim
- SumnerTs A History of Sports in North Carolina
will still be a welcome surprise. Sumner, a histo-
' ~Tian for the North Carolina Division of Archives
' and History, has investigated sports from the
' Colonial period through the coming of the Char-
- lotte Hornets and has presented the results of his
T Tesearch in lucid, readable prose.

Arranged chronologically in six chapters and
_ highlighted by over fifty illustrations, A History of
_ Sports in North Carolina describes which sports
' Were popular when and with whom. Sumner also
| Provides a social and economic context, thus
| �,�nabling the reader to see sports as an integral
Part of Tar Heel life. Popular in the antebellum
} Period, for example, were horse racing, cockfight-
Ing, hunting, and fishing"all agriculture-based,
_ all opredominantly individual and participant ori-
» �,�nted,� and all limited for the most part to white
Males,
After the Civil War, as transportation and
Communication improved and as people began to
, Perceive sports as benefitting participantas and
Society as a whole, team sports began to develop,
_ although still more concerned with participants
than with spectators. As Sumner notes, oBig time
Spectator sports depend on urbanization, and"
New South rhetoric notwithstanding"North Caro-
lina was overwhelmingly rural in the late nine-
teenth century.�

In the twentieth century, Sumner traces the

- 8rowth of minor league baseball, the rise of college
SPorts (often against the wishes of the faculty),
T the Slow acceptance of the idea of public recrea-
tion, and the lack of sports opportunities for
, Women, Careful to relate the state to the national

-

, eo Y

Rita

North Carolina Books

Robert G. Anthony, Jr., Compiler

scene, Sumner also deals with effects on North
Carolina sports of racial integration, television,

and Title IX of the 1972 Educational Act which
outlawed sexual discrimination by educational

institutions receiving federal funds.

Although A History of Sports in North Caro-
lina is serious in purpose and scholarly in method,
it is not dull. Within his analysis of sports and
society, Sumner includes the details so dear to the
hearts of sports trivia lovers: N.C.Ts first formal
sports organization was the Wilmington Jockey
Club, founded in 1774. Benjamin Rippay (playing
under the pseudonym Charles Wesley Jones), the
first North Carolinian to play major league base-
ball, was also the first player to hit two home runs
in a single major league game. It was in Rocky
Mount that Jim Thorpe played the professional
minor league baseball that cost him his Olympic
gold medal. UNC football player Choo Choo Jus-
ticeTs second place in the 1948 and 1949 Heisman
Trophy balloting is the highest finish by a North
Carolina native. N.C. StateTs 1974 victory over
UCLA in the national basketball semifinals in
Greensboro ended at seven the BruinsT consecu-
tive national championships.

In just over a hundred pages, Sumner exam-
ines sports in North Carolina from colonial times
to the 1990s, and he includes the minor as well as
major sports and sports figures. Well indexed, the
book also provides a selected bibliography of
books and articles. It would be an appropriate
addition to any public or academic library and
also to a middle school or high school library
media center.

Mary Ann Brown, Mangum Primary School Durham County

Robert Morgan. The Blue Valleys: A Collection of
Stories. Atlanta: Peachtree Publishers, 1989. 168
pp. $15.95. ISBN 0-934601-71-2.

Good family reunions, often held at the old
homeplace, ignite fires of kinship and common-
ality which otherwise lie smoldering beneath the
surface of everyday existence. Tales told there of
great-grandfatherTs service in the Confederate

Summer 1990"143

North Carolina Books

Army, of grandmaTs work on an heirloom quilt, or
even of Uncle JoeTs tribulations during the De-
pression make the family unique, tie it to the
house and the land long after the ancestor has
gone, and embody a sense of family pride. Author
Robert Morgan, whose vignettes could easily have
passed the lips of a talented family storyteller,
mirrors this abiding sense of time, place, and
belonging in his own stories.

MorganTs thirteen tales, revealed almost as
personal recollections, root themselves firmly in
mountainous western North Carolina. Arranged
chronologically, the stories move through time,
reflect varying degrees of kinship with the land,
and result in the realization that the land endures
even though people do not. oA Brightness New
and Welcoming,� for example, replete with visual
poetic imagery, relates the feverish remembrances
of a southern prisoner of war in Illinois. John
Powell lies dying of dysentery, but thinks about
the sparkling spring back home. A gold watch,
kept hidden from the Yankees, symbolizes his
yearning to return. oPisgah� tells of a little brother
and sister who quit school because the other
children ridicule their poor homemade lunches.
In a fortuitous moment, however, the land re-
deems the siblings with a startled fawn.

Other offerings visualize the importance of
land as possession. In oFamily Land,� the wife of a
man arrested for child molestation rather matter-
of-factly decides that holding on to the family
land means more than raising bail for her hus-
band. Three brothers travel to Florida for con-
struction jobs in oCrossties,� but after spending
time in jail for allegedly causing a traffic fatality,
they return to their North Carolina land for
support. Another man, a successful artist featured
in oBlinding Daylight,� journeys back to the hills,
where, despite changes in the land since his
fatherTs death, he feels oat ease� enough to commit
suicide.

Morgan endows his stories with realistic detail,
a pervasive sense of mood, and a seemingly straight-
forward objective. While most of them reach for
quiet, down-home truths, they do so without bom-
bast or braggadocio. At their best, these stories
leave the reader with a satisfying feeling of kin-
ship, a deep-seated love of place, and an earnest
desire for belonging.

North Carolina academic, public, and school
libraries should acquire this book, not only because
the author grew up in the North Carolina moun-
tains, but also because his stories quietly cele-
brate the land, its people, and its heritage. As the

144"Summer 1990

first story collection of a prize-winning poet, this
insightful effort delivers much and promises more.

Rex Klett, Sandhill Regional Library System

Donna J. Spindel. Crime and Society in North
Carolina, 1663-1776. Baton Rouge: Louisiana State
University Press, 1989. 171 pp. $25.00. ISBN
0-8071-1467-7.

For the casual reader this study of crime and
punishment and of the racial and social divisions
in the colony of North Carolina will prove fas-
cinating. The variety of crime and the forms of
punishment and how they were viewed by the
courts, often depending upon the status of the
accused, will help explain much about human
relations during the first century of the colony.
The author has examined all of the surviving
records of cases heard in courts at all levels, and,
through computer analysis, determined what they
reveal about the various people of North Caro- |
lina"the elite, laborers, blacks, and women"and
about the development of law and courts.

There is a chapter devoted to a description of
the assorted crimes; and others on criminals, the
disposition of cases, and punishment. At various
points throughout her work, Spindel compares
North Carolina with Massachusetts, New York,
and Virginia, states for which similar books exist:
Finally, there is a summary review of the whole
subject in which the author points out what she
believes her findings reveal about North Carolina.

In some of the generalizations, it is apparent
that the author is unfamiliar with the early his-
tory of North Carolina. It also is clear that the
records often are so limited that just a few more
cases might easily change the conclusions sugT)
gested by the computer. Much of what is presented
is objective, yet in dealing with cases pertaining to
women and blacks the choice of words is occasion-
ally pejorative. While authors sometimes are not,
responsible for the index to their books, this oné
fails to bring out much in the text that would bé,
useful: carting, castration, and outlawry, for exam
ple, do not appear. Other entries, such as Benefit
of clergy, are incomplete. |

There are thirty tables of figures arranged i)
avariety of categories, with percentages indicated.
A classified bibliography, identifying both manu-
script and printed sources, will be found useful byT
readers interested in specific courts or counties i)
North Carolina. }

William S. Powell, University of North Carolina at Chapel Hill ,

- Bland Simpson. The Great Dismal: a CarolinianTs
- Swamp Memoir. Chapel Hill: University of North

Carolina Press, 1990. 185 pp. $16.95. ISBN
0-8078-1873-9.

In 1973, Union Camp, a timber and paper
company, donated the Great Dismal Swamp to
the United States Department of the Interior. The
106,000 acres of cypress, juniper, peat, and water
"lots of water"would be preserved from then on
as the Great Dismal Swamp National Wildlife
Refuge. Now Bland Simpson assures the preserva-
tion of the history of manTs life in the Swamp with
the publication of The Great Dismal: a Carolin-
ianTs Swamp Memoir.

In his research, Simpson uncovered numerous
accounts of the Swamp, both published and un-
published. The bookTs excellent bibliography at-
tests to the ingenuity of his research, for in it he
Cites technical reports, diaries, newspaper stories,
Journals, government reports, masterTs theses, and
magazine articles. Add to these sources SimpsonTs
Own memories and interviews with rangers, game
wardens, naturalists, hunters, trappers, and mis-
Cellaneous Swampers. Add again"a ballad here,
@ poem or two, the schedule of rates from a nine-

North Carolina Giving:
The Directory of the State's Foundations

North Carolina Giving is
the most complete, authoritative guide
to the state's more than 700 private
Charitable and community foundations.
Itis a vital resource for nonprofit
Organizations and institutions, or for
anyone seeking grants.

North Carolina Books

teenth-century canalbank hotel. Illustrate the
whole with some forty woodcuts, lithographs,
maps, and photographs. The result is a portrait of
the Great Dismal that is as rich and diverse as the
Swamp itself.

Much of the richness of the book comes from
SimpsonTs skill in presenting the material, much
of it from primary sources. Simpson knows when
to let the Swamper have his say and when to step
in and hurry things along a little with paraphras-
ing. For example, a game wardenTs moonshiner
story runs almost uninterrupted for a few pages.
But in the recounting of William ByrdTs survey
tale, Simpson mixes direct quotes from Byrd's
History of the Dividing Line with his own narra-
tion. This is done so smoothly that not only is the
reader unaware of the transitions, but he also hap-
pily reads six pages of eighteenth-century prose
without balking at the archaic language.

The diverseness of The Great Dismal comes
from the many subjects covered: runaway slaves,
logging, George Washington, bears, and birds. Iron-
ically, it is the very quantity of material that leads
to the bookTs main weakness. Any author, espe-
cially one working with such a mixed bag of
sources as these, must carefully choose what he

NORTH CAROLINA

eEMNE.

North Carolina Giving
provides all the information that is
needed to easily identify appropriate
funding sources. The directory is cross-
referenced with indexes by county, areas
of interest and board members, saving
you countless hours of research.

The Directory of the State's Foundations

By Anita Gunn-Shirey
Published by Capital Consortium, inc
1990 Edition

Order your copy of this

limited edition today.

Name:

Title:
Organization:
Address:

Please send me_________ copies of
North Carolina Giving at $99.00 per copy.

- Enclosed is my check for $

Return to: North Carolina Giving, Capital
Consortium, PO Box 2918, Raleigh,

North Carolina 27602 919/833-4553 Phone:

ISBN: 0-9624910-0-4

Summer 1990"145

North Carolina Books

will include in the final version. This selectivity is
essential to the production of a strong work. But
Simpson seems to have been unable to leave out
any anecdote or bit of information, relevant or
irrelevant. The result is a good deal of superfluous
(and often extraneous) material that interrupts
the narrative and weakens the prose.

Criticism of excess aside, Bland Simpson de-
serves much praise for his fascinating portrait of
the Swamp. May he pass many more times through
that odense curtain of green, reeds and maples
and big pines� and bring back to us more of the
adventure, history, and beauty of his beloved
Great Dismal.

Becky Kornegay, Western Carolina University

Jerry Bledsoe. Country Cured: Reflections from
the Heart. Atlanta: Longstreet Press, 1989. 196
pp. $14.95. ISBN 0-92964-63-0.

According to Thomas Wolfe, we canTt go home
again; but Jerry Bledsoe not only believes we can,
but also that we should go home again, at least in
our memories. As Bledsoe says:

That trip"back to a place, the place we remember as
home"is one we've all made. Whether the neighborhood
is changed or remains basically the same, whether the
house is still there or long gone, the place holds us, draws
us backward to the people and events that define it, to
the years that make us what we are.

BledsoeTs journey into the past takes us to the
Thomasville of the late forties and early fifties
where he delivered newspapers on his J.C. Higgins
Special bicycle and spent his hard-earned nickels
and dimes on candy and soda pop at Noah
LedfordTs neighborhood store; where his attempt
to sneak into a hootchy kootchy show was thwart-
ed by an alert roustabout; and where he suffered
through a hot, boring session of summer school to
become the last to graduate from the old Main
Street High School.

Throughout Country Cured, Jerry Bledsoe
explores the theme of connections: to the past
that omake(s) us what we are;� to nature that so
directly affects the country dweller; and to our
fellow man. The title, Country Cured, refers to
BledsoeTs idea that memories seasoned with coun-
try living can be compared to the process of
curing ham"that the memories are oricher, deep-
er, tastier� just as country hams have a ounique
tang, that regular hams just donTt have.�

BledsoeTs memories do have a distinctive fla-
vor and the real strength of Country Cured lies in
his ability to tell a good story. His folksy, rambling
style will be familiar to regular readers of the

146"Summer 1990

Greensboro News and Record and the Charlotté
Observer, especially since some of the material in
the books has appeared in those papers in slightly ;
different form. Unfortunately, BledsoeTs editors
allowed him to ramble a bit too much in Country |
Cured. Awkward phrases and poorly chose? |
words (i.e., oardent bachelor�) are evident in somé
sections, leaving the quality of writing somewhat (
uneven. Nevertheless, this book will be enjoyed by
a sizable segment of public library patrons wheth-

er they are loyal Bledsoe fans or not. Anyone {
expecting a page turner such as BledsoeTs last |
book, the best-selling Bitter Blood, however, wil!

be sadly disappointed. ]

""

Katherine R. Cagle, R.J. Reynolds High School Library, Winstow

Salem I

J

Ruth Moose. Dreaming in Color. Little Rock, Ark:
August House, 1989. 199 pp. $15.95. ISBN 0-87483- (
078-8.

Ruth MooseTs latest book, Dreaming in Color;
is a collection of short stories. Like her earliet |
work, The Wreath Ribbon Quilt, these stories aré }
about the lives and feelings of girls and women. ,
The characters are ordinary, well-known types"
housewives, teachers, small town society ladies,
and teenage girls experiencing the pain of growing
up.

One of the most appealing stories is oPeanut
Dreams andthe Blue-Eyed Jesus.� Shelby Jeat .
Foster, the thirteen-year-old main character;
becomes friends with Ellis Nickerson, a sixteenT ,
year-old pregnant dropout. One afternoon, Ellis
shows up at the drugstore while Shelby is theré
with her friends having a Coke. When Ellis sees -
Shelby and goes over to speak to her, Shelby does i
not introduce her because she is ashamed of her. ,
In oWooden Apples,� Patsy, a teenager, discovers
~little things you didnTt really want to know, things ;
that hurt and made you worry if the world was all
right.�

oThe Green Car� tells of a woman who left the.
city and moved to a mountain seventeen miles . j
from town, and how she deals with loneliness andT
fear out on the mountain after someone breaks _
into her neighborTs house. In other stories, Moosé
writes about a broken relationship, women being
bossed around by husbands and other relatives,
neighbors in a nice suburban area, adultery, :
secrets, and vanishing friends. Her stories are |
humorous and simple; ones to which we can all
relate.

Ruth Moose is currently a reference libraria!
at Pfeiffer College in Misenheimer, N.C. She is thé |

I

se

(

author of two collections of poetry, To Survive
and Finding Things in the Dark; and her short
Stories have appeared in Atlantic Monthly, Red-
book, Ladies Home Journal, Ohio Review, New
Delta Review, and other publications. Mrs. Moose
has won a Pen Award for Short Fiction and a
Writing fellowship from the North Carolina Arts
Council and the National Endowment for the
Arts.
Dreaming in Color is well written and enter-
taining and is suitable for academic and public
libraries.

Lula Avent, University of North Carolina at Chapel Hill

Roger Manley. Signs and Wonders: Outsider Art
Inside North Carolina. Chapel Hill: Distributed
for North Carolina Museum of Art by University of
North Carolina Press, 1989. 135 pp. $19.95. ISBN
0-88259-957-7 (paper).

A typical exhibition catalog offers a visual

Teminder of an artistic event. Signs and Wonders

, Was created to document a 1989 exhibition at the
North Carolina Museum of Art in Raleigh, but it is
far more than merely pictures of pictures. It is an
Introductory guide to the oThird World� of the
Mind"a personal and visionary world in which
(or dinary objects can take on new and disturbing
forms.

oOutsider� art resists definition. oPrimitive� or
ofolk may begin to hint at the style, but the term
Carries an extra and intense dimension of sepa-
_Tateness, Richard Schneiderman, director of the
Museum, admits that the works on display were
Never intended to be shown in a formal exhibition.
This beautifully produced catalog provides the

Possibility for private communication with the
artists and, if studied in depth, may well have a
8reater impact on the reader than could have
been gained by attendance at the exhibit.

Roger Manley, co-curator of the exhibition
and author of the excellent text, obviously ex-
Pended enormous effort in researching his sub-

ect. His approach is as much sociological as
artistic, as witnessed by the detailed attention he
Pays to the everyday lives of the artists. The
Photographs of the creators themselves are as
Inpressive as those of the startling oenvironments�
- OY surrealistic landscapes that they have created.
The Catalog cover is a striking example of how

| Castoff materials can combine in extraordinary
Ways, It is an arresting image of enormous owhirly-
&lgs,� or wind-propelled machines, at an eastern

North Carolina crossroads. The scene cannot be
analyzed, but only experienced, as is the case with

North Carolina Books

much in this catalog. Illustrations range from a
demonic vision of the Apocalypse, worthy of Bosch,
to a charmingly self-conscious cement angel, hold-
ing anybodyTs ordinary mailbox.

Artistic style is not in question here. Any
material is fair game for consideration, and any
media is appropriate for artistic expression. This
may lead to combinations that defy categorizing,
such as wood sculptures in a whisky bottle, or
colored pencil on a cereal box. What might seem
strange or simplistic at first often shows, upon
examination, an unconscious power that can be
deeply moving.

Signs and Wonders is an obvious labor of
love. It is handsomely laid out and fascinatingly
written, with a generous supply of illustrations,
many in color. The reader will be left with new
appreciation for the special magic that can reside
in seemingly trivial things. Highly recommended
for any library, public or academic, with interest
in folk art or North Caroliniana.

Gene Leonardi, North Carolina Central University

John Foster West. The Summer People. Boone,
N.C.: Appalachian Consortium Press, 1990. 243
pp. $14.95. ISBN 0-913239-65-8.

John Foster WestTs third novel, The Summer
People, is the winner of the first Appalachian
Consortium Fiction Award. If that, and a strikingly
beautiful cover, are not enough to recommend
this small gem to any North Carolina reader, the
description of Anna DeVossTs first encounter with
the Appalachian Mountains is:

The Appalachians rolled away toward the Piedmont to
the south-east, blue and misty, ridge beyond ridge, moun-
tain dome after mountain dome, fading out in haze along
the horizon. The farthest range she could discern ap-
peared higher than the Blue Ridge, but she knew it was
an illusion. The mountains were actually stepping down-
ward toward the foothills, toward the rolling landscape
of the western North Carolina Piedmont and the flat-
lands beyond.

From here, throughout the book, the reader
is treated to endless portraits of the worldTs most
magnificent wonders: summer in northwestern
North Carolina. The lushness, the coolness, the
greenness are a constant reminder of just why
there is an entire class, a population, of summer
people who inhabit large portions of our state.

And this is what Anna DeVoss is"summer
people. Newly, but inevitably widowed (her hus-
band had been missing in action six years before
his body was returned to the states), Anna has
retreated to her in-lawsT summer place in Holy
Rood Valley outside Boone to try to gain some

Summer 1990"147

North Carolina Books

perspective in her life. Her mother-in-law has
urged Anna to stay for as long as she needs, con-
fessing to the curative powers of the mountains.
And one can almost feel the grieving young
woman's challenge to her peaceful surroundings"
a dare to help her accept and begin a life, a future.

This gradual acceptance does soothe her inner
turmoil. Accustomed to hiding behind her wed-
ding band and PeteTs whispered plea oPromise
you'll wait till I return,� Anna has never even
considered the amorous advances of the men
around her. But here, in her lush, sensuous sur-
roundings, she begins to respond to her need for
conversation, companionship, and love. While her
head indicates that she should encourage the rich
osummer people� executive who would be emo-
tionally safe, her heart is drawn to Jay, a young

mountain man who had been her husbandTs friend.
The story of Anna DeVossTs search for self is a

love story, the gradual friendship and eventual
love of Anna and Jay. Yet it is more. The true
essence of this love story is John Foster WestTs
love for northwestern North Carolina, its moun-
tains, its traditions, its people. For what is truly
memorable about The Summer People are WestTs
descriptions of the mountains, including even the
picture of burgeoning university-centered Boone
and the inevitable tourist/developer rape of the
countryside. The traditional, but tourist-battered,
Highland Games and the Singing on the Mountain
are carefully and frustratingly described. And yet,
the focal point of all is the mountains"the water-
falls, the black leaf-covered earth, the echoing
thunder of the storm, the overwhelming green-
ness, the calm and stillness. Every tree, every
peak, every valley is painted in its rich glory with
loving detail, so much so that those of us who
have been there know exactly where West and his
characters are; those who have never visited will
be there, as summer people, if only in their mindTs
eye.

Prances Bryant Bradburn, East Carolina University

Other Publications of Interest

Since 1933, The State magazine has delighted
readers with its unique mix of North Carolina
history, personalities, humor, and nostalgia. Its
articles, by both amateur and professional writers,
frequently offer the only available printed infor-
mation on many Tar Heel events, people, and
traditions. Thus, librarians"and their patrons"
will be pleased with the improved access to recent
years of the magazine now available with The

148"Summer 1990

State Magazine Index, June 1966-May 1987, Vol.
34-Vol. 54. (1989; BroadfootTs of Wendell, 6624
Robertson Pond Road, Wendell, N.C. 27591; 648
pp.; cloth; $49.50; ISBN 0-916107-75-2). Indexing
is considerably more comprehensive than that in
three older indexes for 1933-1960; and coverage
is also superior to the semi-annual indexes cur-
rently published in the magazine. It is hard to
imagine any library with the relevant issues of Thé
State not finding this newest index invaluable.

In his Francis Preston Venable of the Univer
sity of North Carolina, author Maurice Bursey
portrays the life a major figure in the history of
Tar Heel education. Venable, appointed professor
of chemistry in 1880, was the first Ph.D. degree
holder on the Chapel Hill teaching faculty and
brought vigor and enthusiasm to scientific re-
search at the campus. A highly respected profes-
sor and founder of the pioneering Elisha Mitchell
Scientific Society, he became university president
in 1900, a position he held until 1913. Bursey
traces VenableTs life from childhood in South)
Carolina and Virginia, through studies in Germany,
and fifty years as chemistry professor and four-.
teen as president, to his final days as respected
professor emeritus. It was Venable, Bursey con-
cludes, who oby example and force of character ...

had raised the University of North Carolina from, )

a comfortable Southern college to a center for
scholarship, and so poised it for greatness.� (1989;
Chapel Hill Historical Society, P.O. Box 503, Chapel
Hill, N.C. 27515; 111 pp.; cloth; $12.00, plus $1.00
shipping; ISBN 0-940715-09-7).

Even longtime Civil War buffs will likely garner
new knowledge about the last days of that conflict
from Dawn of Peace: The Bennett Place Staté
Historic Site, by William M. Vatavuk. It was at the
home of James Bennitt (now spelled oBennett�)
five miles west of DurhamTs Station, N.C., that)
Union General William T. Sherman and Confeder-
ate General Joseph E. Johnston negotiated the
surrender of the latterTs army of 40,000 in late
April 1865. This surrender"which has been over-,
shadowed by events at Appomattox, Va., where
two weeks earlier Robert E. LeeTs 28,000 men laid
down their arms-*-removed the last sizable South-
ern army that diehard Confederate leaders be-
lieved capable of continuing the war. Vatavuk
carefully outlines the events leading up to the
Bennett Place meetings, discusses the negotia-:
tions, and describes the immediate aftermath of
the April 26 surrender. Photographs, maps, foot-T
notes, bibliography, and document texts accom-
pany this introduction to one of the most signifi-
cant Tar Heel historic sites. (1989; 30 pp.; paper;
Bennett Place, 4409 Bennett Memorial Road,,

Te ee a a ae