Government Information Services Department John Davis Williams Library University of Mississippi

Background

The University of Mississippi Library's Government Information Services (GIS) Department, as a Regional Federal Depository Library as well as a depository for government publications of the state of Mississippi, is obligated by law to provide public access to depository receipts, including electronic government information products. These products may be in a tangible format such as CD-ROMs or diskettes, or they may be Internet files accessible only from an online government information source, such as GPO Access.

At the federal level, the United States Printer has approved public use guidelines [Depository Library Pubic Service Guidelines for Government Information in Electronic Formats] with respect to electronic formats, which fit within the statutory framework of Title 44, U.S. Code. This policy follows the same principle of free access that governs the use of traditional depository materials. The General Counsel to the Public Printer states that "any library selecting items in electronic formats must maintain a capability to allow for unimpeded use of those documents by its public patrons."

In effect at the local level is the University of Mississippi’s Information Technology Appropriate Use Policy. All users of University information technology resources, whether affiliated with the university or not, are obligated to adhere to these guidelines. The GIS Department guidelines stated below, while consistent with University policy, provide additional detail in light of Regional Depository Library status. These guidelines are applicable to electronic depository government resources regardless of origin.

1. The Government Information Services (GIS) Department provides access for University clientele and the general public to in-house computer workstations supporting depository CD-ROMs, diskettes, and Internet resources, equal to or exceeding services provided for other library materials. This information is provided free of fees or other restrictions such as age or residency status; however, use of the workstations is subject to the library's overall acceptable use policy. Use or access may be mediated or unmediated. Filtering software is not used. Patrons need not present identification, although staff may need to provide special passwords to access some sites. Log-in or sign-up sheets may be used; confidentiality of these records is assured and consistent with applicable privacy statutes.
2. In order to provide access, the GIS maintains hardware meeting the current Recommended Specifications for Public Access Computers and Minimum Technical Requirements (MTR).
3. The department makes tangible electronic products and services (CD-ROMs, diskettes) available for use in a timely manner. Software for heavily used CDROMs is loaded on public workstations and on the GIS reference desk computer, and the disks are stored at the desk. These usually do not circulate. For other products that are not currently loaded but contain operating software or run on software owned by the library, access is provided on demand within a time period that is acceptable to the user. However, a few products are so technical in nature that they require software such as ArcView or SAS that is not available on library workstations, and they also require technical assistance beyond the capabilities of library staff.
4. Circulation of all except for the most heavily used CD-ROMs is permitted, particularly where application software is unavailable in-house. The circulation periods (one month for undergraduates and community users, three months for graduate students, one year for faculty/staff) are generous and may be extended as needed to meet the needs of an individual user. Diskettes may be copied or their contents transmitted via FTP.
5. The GIS Department provides in-house Internet access to government information to the University community and to the general public, including but not limited to GPO Access and the FDLP Electronic Collection.
6. The Department affords on-site patrons the capability of downloading, e-mailing, FTP-ing, or printing electronic government information. Information may be transmitted to distant users via fax or e-mail, in accordance with GPO requirements and guidelines. Limits to or costs associated with printing, downloading, or faxing are consistent with other public service provisions within the Libraries.
7. Downloading of electronic data to portable disk formats is encouraged, accompanied by use of appropriate virus protection routines and adherence to software licenses. (Government information is provided without charge, but copyright law may protect some products containing government information.) Where equipment permits, temporary storage space may also be provided on publicly available computers.
8. The GIS Dept. maintains a home page for government information and provides links to prominent or useful sites for the general public. Depository electronic products are represented in the library’s online catalog, as are thousands of electronic federal documents with active hyperlinks.
9. The GIS Dept. provides help guides/documentation for tangible electronic products and Internet resources for the general public through the home page and through written handouts, brochures and product documentation available within the department. Other provisions, such as agency telephone numbers and contacts, are provided for more difficult products. Reference service is available in person and via telephone and e-mail. Extended reference consultations may also be scheduled via telephone or e-mail.
10. The Department offers training for the general public in using tangible electronic products and Internet resources through pre-arranged specific instructional sessions, such as course-related sessions. Sources

The University of Mississippi. Information Technology Appropriate Use Policy.

Depository Library Public Service Guidelines for Government Information in Electronic Formats.
FDLP Internet Use Policy Guidelines.
Recommended Specifications for Public Access Work Stations in Federal Depository Libraries. (2008)
Minimum Technical Requirements (MTR). (2005)
American Library Association. Access to Electronic Information, Services, and Networks: An Interpretation of the Library Bill of Rights. January 1996.
Association of College and Research Libraries. Intellectual Freedom Principles for Academic Libraries. June 1999.
Last updated: May 13, 2009