Government Information in Canada/Information gouvernementale au Canada, Volume 3, number/numéro 4 (Spring/printemps 1997)

Public Works and Government Services Canada has a Web site providing access to the Depository Services Program for federal government information. The organization of information into categories, some with search features, will provide distinct advantages for public libraries over the former paper-based system. There are also some significant issues that need to be addressed in making a transition to electronic information delivery. The Web site review that follows is based on my discussions with other librarians and brief contract experience as a reference librarian in the Scarborough Public Library Board system. In this system the district libraries have full depository status for Statistics Canada materials and selective depository status for other federal government documents. The majority of public inquiries for information fall into two broad categories: Census statistics and Canadian federal legislation. As the Web site is not being regularly used there yet, this review emphasizes perceived advantages and issues for resolution.

Advantages

1. Improved communications: The Depository Services Program Web site provides an excellent means for public librarians to keep abreast of recent developments within the federal distribution system. As generalists providing broad access to government information as only one source among many, public librarians need a quick, reliable reference point for current information. The Web site provides the capacity for frequent updates and immediate distribution at low cost, of not only federal government publications, but also changes in retention guidelines and program criteria. Whereas the paper version of the What's Up Doc? newsletter was published and circulated irregularly, the electronic version facilitates immediate distribution with little time lag on news. Back issues as well as current ones are available for review and downloading from the site. Program criteria and application procedures are available for current users to review as well as for potential new applicants to use for registration purposes.

2. Interactive feedback: The Web site provides users with the means to make suggestions and comments by email (or telephone) to various individual contacts on any aspects of the program. Since most public libraries would have selective depository status on most government documents, questions about obtaining information from less familiar sources could be more adequately and quickly handled.

3. Access to additional information: Links are provided from various sections of the site, notably the Weekly Checklist and Guides to Government Information. These links are extremely useful for accessing a vast range of government resources, not only at the federal level but at all government levels including international. Public librarians would have the means to expand their collection selection beyond the sources they normally use, with the added feature of subject access links. Librarians can visit sites from the Weekly Checklist, current and back issues, to see what other offerings any source has. Links in the Guides to Government Information section provide access to prepared bibliographies and guides. These serve not only as collection development tools, but also as pathfinders and backgrounders useful for facilitating customer access to government information. Public librarians with little time for developing specialized information finding aids for their customers now have immediate access to the collective knowledge of government information experts from all types of libraries. This section was particularly useful for handling public inquiries about citizenship, federal legislation, statistics and census information.

4. Convenient and fast delivery of documents: Orders can be made quickly and easily while the Weekly Checklist is being reviewed. The Web site design allows users to keep copies of their orders for future reference. No time need be spent maintaining a filing system for orders. Integrating an option for text-based browsers also encourages use by small public libraries that do not as yet have full Internet access. Documents available only in electronic format can be downloaded directly from the Web site.

5. Searchable online resources: Having comprehensive and flexible search features for the federal government publications catalogue will make locating and re-ordering documents much easier. In addition, the GILS (Government Information Locator Service) pilot project with keyword, full-text search capability will facilitate the process of identifying and locating publicly available federal resources. With such a tool at their disposal public librarians would be able to increase their capacity to locate and order individual requests, which in turn will enhance their ability to customize service for an increasingly diversified public.

6. Increased potential for networking among depository libraries: The Web site provides links to other depository libraries both within and outside Canada, as well as links to Canadian library catalogues and the Canadian Library Index. The organization of this section with search features provides users with a tool for directory assistance to a vast network of libraries and their resources. Use of this section would provide public libraries with the capacity to expand their networking and resource sharing capabilities for government information beyond their own local, regional, and provincial networks to other geographic areas, and to other types of libraries.

Overall, an electronic Web site with all its potential for grouping, linking and searching resources will transform the traditional federal government Depository Services Program into a personalized service centre for any individual library and its customers.

Issues

1. Slow access: Access to the site, as with most government information sites, is often slow especially during peak library use hours. This makes it frustrating to use for both customers and library staff. The many conveniences incorporated into the design of an electronic Web site are often offset by the need to defer usage to off-peak hours.

2. Design improvements: Selections from the Weekly Checklist through department links may be easier for those that concentrate their selections in specific departments. A wide selection from a broad range of sources is more easily accommodated by the traditional paper page layout. Redesigning the Weekly Checklist electronic version in frames would provide the best of both worlds: a left frame for linked Table of Contents to facilitate rapid access to different sections; and a right frame with the full-text version of the entire checklist for scrolling through to accommodate a broad selection from all categories. Providing links at the bottom of sections as well as the top would improve access by making it unnecessary to scroll back up the page in order to choose another option.

3. Increased expectations: Increasing access to bibliographies and citations of items is not being matched by improvements in the capacity of different library systems to share resources. Although Guides to Government Information provide useful research tools, items in these tools are not readily available to customers of different library systems. Efficient interlibrary loan procedures lag behind virtual library access. Citations in finding aids will often use other classification systems than those used in public libraries, and include items that are beyond the scope of collection criteria for most public libraries. Customers using the public library for broader access discover that they may have to hunt around for the actual items they seek.

4. Need to develop infrastructure support: Increased electronic access to information must be accompanied by additional work station access, technical support, and library staff to assist customers with information searches and requests. Cutbacks in public library services undermine advancements in electronic access. In order to fully appreciate the scope of resources available through the site and master the search techniques of its custom design, public librarians have to find the time to investigate and train themselves in use of the electronic resources. Public library customers are very diverse in their level of computer skills. Some customers can easily use electronic resources themselves with the support of online help; others need detailed instructions and personal assistance. Current staff resources are strained to meet the needs of customers with low computer skills. Work station access is not adequate to meet customer demand during busy periods. Alternate hard copy document resources must still be available to accommodate an overflow in demand for resources, and to accommodate customers who are intimidated by computer access.

5. Coordination in a complex centralized system: Web site access facilitates customized service, which works well for a single unit system. Most public library systems have several branch operations and have developed centralized systems for ordering documents so as to avoid duplications. A human communications system will have to accompany use of individual Web sites in branch operations in order to maintain the advantages of centralized ordering.

The Depository Services Program provided through a Web site has much to offer the public library environment. If librarians are made aware of its existence; if they are able to invest the time required to familiarize themselves with the site's offerings and to train customers to use it; and if there are adequate work stations and technical support, there is tremendous potential for this site to become a significant means enhancing public access to current, accurate federal government information.