United States Environmental Protection Agency Information Resources Management (PM-211D) Issue Number 5 May 1991 wEPA info access Library Network Communications Your Mission, If You Accept It... by Jonda Byrd, IMSD Professor White invited me to speak to his special libraries class conducted in Cincinnati through the Indiana University Graduate Extension Program. He asked me to speak as a representative from a government library. My presentation centered around one theme: to understand the library you have to understand the organization. I gave a brief overview of the EPA organization and discussed the importance of aligning the library's mission to the organization. In preparing the presentation I tried to include practical information for future librarians. I offered them the following tips: a Know your organization's mission and goals: Align the library's goals with those of the organization. ~ Know the budget cycle. ~ Conduct business as your managers do: Submit regular reports. .. , ~ Develop strategies to make the library integral to the organization. ~ Identify program needs and develop special collections and services to meet those needs. ~ Promote the library through outreach activities. ~ The Value of Information: A conversation with Herbert S. White. Herbert White is a leading authority on library and information management. He is a Distinguished Professor at the School of Library and Information Sciences at Indiana University, and the author of more than 150 books and articles on the topic of library administration, supervision, and library automation. Mr. White is currently a candidate for President of the American Library Association. Jonda Byrd, Manager of the EPA Library Network Program, conducted this interview for INFOACCESS. Q What is the value of information services to an organization? A The value of information to any organization has been accepted for many years. Information is the key to proper decisions and to effective actions. Indeed, it is now generally accepted that ours is an information society, and it is the cultures and the nations with the best information systems that will succeed. Q As information professionals, how do we communicate the cost of information to management? A The cost of information is only significant within the context of what the alternatives are. One alternative is ignorance, and I have already suggested that this alternative is not acceptable in any society or organiza- tion as a conscious decision. The other alternative concerns the true measurement of information costs. Many information costs are "invisible" but nevertheless real, when it means that individuals un- qualified to undertake information searches and highly paid do so, and the fact that this cost is not attributed as an information cost does not make it any smaller. Therefore, the important question concerning information cost does not only affect the visible and formal cost of the specific information structure, but all of the underground costs that can be generated when the estab- lished information service does not Continued on page 2 See the attached April 25, 1991 testimony of Alvin Pesachowitz, Director, Office of Information Resources Management, to the Joint Committee on Printing Printed on Recycled Paper ------- OLS Milestones 1970 —ir 1971 T- 1972 —w EPA is established EPA Library Network Is established EPA begins to Investigate options for an online system May 1991 Issue Library's Mission pg. 1 Interview with Herbert White pg. 1 Contract Management Award...pg. 2 Survey of OLS Use pg. 3 OLS thru NTIS pg. 4 Access to EPA Pubs pg. 4 EPA and M-Link pg. 5 PIC Publications pg. 5 OLS in a Regional Library pg. 6 Around the Network pg. 6 CAS Numbers pg. 7 Chemical Collection System pg. 7 Directory of Special Collection Librarians pg. 8 INFOACCESS is produced by the Information Access Branch of the Information Management and Ser- vices Division, Washington, DC. Please send your comments and suggestions to: Mary Hoffman Network Coordinator EPA Headquarters Library PM211A 401 M Street, SW Washington, DC 20460 FTS 475-7762 /// EPA30360 Linda Garrison Wins 1991 Contract Management Award Linda Garrison, Information Manage- ment and Services Division, has been awarded the prestigious Contract Management Award tor 1991. Candi- dates nominated for the award are part of an Agencywide competition that rewards individuals who manage significant contracts in an exemplary manner. The awards ceremony was held May 9,1991. Linda won the award for her outstand- ing leadership of the IMSD contract for a wide range of information access functions, including clearinghouses, dockets, libraries, records manage- ment and other services. Linda's success in developing a strong network of delivery order project officers in programs offices, Regions and Laboratories was especially noted. The award closely follows PCMD's selection of Linda for the first pilot program to empower Project Officers with selected Contact Officer authori- ties. Linda's mastery of contract prin- ciples and successful application of management techniques supports full Agency use of this contract. Congratulations to Linda for a job very well done! ~ Value of Information from page 1 meet the needs of users. When that happens, they find another way, and the fact that this is frequently more inefficient or expensive is not eased by the fact that we don't know what the price is. Q What are the challenges facing us in the future? A The challenge that faces us is the creation of the realization among those with whom we deal that information work is important, and its proper per- formance is dependent on qualified and informed professionals prepared for this discipline as for any other. In this field, perhaps far more than in others, we have to eliminate the pre- sumption that information "cost" can somehow be measured outside the context of information value (quality, completeness, and timeliness), and that this can be done by individuals without the necessary skill and train- ing. ~ INFOACCESS MAY 1991 ------- 1978 1985 1987 First OCLC tape uploaded (34 records); Cataloging centralized at Cincinnati Library EPA Investigates putting OLS on BRS OLS Installed on IBM 3090 at National Computer Center Access to the Online Library System (OLS): A Survey. The Online Library System (OLS) allows users access to a broad range of environmentally related information con- tained in the holdings of the EPA Library Network, from environmental policy and management to the technical as- pects of monitoring pollutants. It is a collection of databases housed on the EPA mainframe which includes general materials that can be found in EPA libraries, and separate subject files such as hazardous waste, chemicals, lake management and climate. Overthe past few years, OLS has evolved into a user-friendly system that provides easy access to a wealth of information in a variety of formats. The following is information gathered in a survey con- ducted by Patty Carey of the Region 10 Library during Spring 1991. The library will use the information for the planning and development ol services for Regional staff and other library clients. Current Status of OLS Public Access in EPA Libraries Following is a list of the survey participants, and the status of OLS access in their libraries. Region 1 Uses library staff IDs for OLS access for all library clients. Region 2 Currently only the staff uses OLS through a LAN workstation, with a script file.; no client access at this time. Region 3 No client access at this time; staff is planning for future access. Region 5 The library plans to provide client access when equipment is available; no direct client access at this time. Currently staff will search for titles or specific subject searches for EPA staff. Region 6 Currently only the staff uses OLS; no client access. Region 7 The staff is in the process of setting up one terminal for client use. MAY 1991 Region 8 There is one dedicated Telex terminal for client use, staff member must logon each patron with library staff ID. Region 9 There are dedicated Telex terminals for client use. Library staff must logon each patron with staff ID. Region 10 There are two terminals for client use, using script files. Library staff inputs staff ID and password. [Terminals also used for CD-ROMs and The EPA Source.] Headquarters There are three terminals(2 PCs and 1 Macintosh) dedicated for client use. Uses a Smartcom script file for the Mac. [Terminals also used for CD- ROMs, HWC Database, The EPA Source, and other EPA databases.] Cincinnati Currently only the staff uses OLS, butthey will perform searches for clients. Law Library No client access at this time. Corvalils No client access, but the library is planning for future access. Las Vegas No client access at this time. RTP Library Client access through one LAN station, using staff ID. In summary, the survey illustrates the fact that few of the EPA libraries offer direct OLS access to their clients, but most have some plans for future access. Many issues and ooncerns have been discussed by the Network. The National Library Network Program staff is working with the National Computer Center staff to respond to these concerns and facilitate access to the system. In addition, there is a joint CD-ROM project currently underway with NOAA, which will provide another access point for the information available in the EPA Library Network. ~ Patty Carey and Mary Hoffman, LABAT-ANDERSON Incorporated See attachments for an Instruction sheet containing system commands and search tips titled OLS Online Assist Card. INFOACCESS ------- 1988 1988 1988 1988 f f T T EPA purchases BASIS/Techllb; Hazardous Waste Translations Database Clean Lakes Database CSC contractors adapt software Database available available available on OLS Access to EPA Publications OLS Access Through NTIS As you know, EPA's Online Library System puts a wealth of information at your fingertips. The holdings of EPA's Network Libraries can be searched by numerous access points, such as title, author and key- word. But did you know that the public can now access OLS directly? All they have to do is contact the National Technical Information Service (NTIS) to arrange for an account. Audrey Zapka, the NTIS contact person, can be reached at (703) 487-4807. She can provide infor- mation on online license and billing agreements. The turnaround time for the agreements is about a week, and then EPA's National Computer Center will send out password in- formation. You can refer OLS users to the EPA Research Triangle Park Library [(919) 541-2777] for infor- mation about OLS; and for copies of the OLS User Guide, See attached copy of the flyer, Public Access to the Online Lbrary System. You should make sure they know about the EPA Library Network Most of the libraries provide on-site ser- vice to the public and lend materials through interlibrary loan. The col- lections and services of each library are listed in ACCESS EPA: Librar- ies and Information Services, an annual directory . This publication is printed at the Government Printing Office and is available through the Depository Library System. It is also available from NTIS at (703) 487- >4650. ~ by Brigid Rapp, IMSD Improved access to EPA publica- tions has long been a concern of the EPA Library Network. It has recently come to the attention of the Adminis- trator that many of EPA's publications are not accessible to the public through the Federal Depository Libraries, a network of approximately 1400 librar- ies throughout the country that make government information available to the taxpayer. In response to an initial inquiry, Charles Grizzle, Assistant Adminis- trator, Office of Administration and Resources Management (OARM), noted in a letter to the Honorable Wendell H. Ford, then Chairman, Joint Committee on Printing (JCP): "We fully support the federal depository library program, established under chapter 19 of Title 44, United States Code, as vital to the public's access to environmental information. Mr. Reilly repeatedly emphasizes that an informed public is essential to the success of EPA's environmental protection mission." In a follow-up letter describing EPA actions to respond to a cluster of JCP issues, Charles Grizzle wrote: "Administrator Reilly and I are absolutely committed to ensuring that EPA complies fully with the spirit and the letter of the laws governing Federal printing and the dissemination of information. More specifically, we are committed to making full use of the services of the Government Printing Office and to exemplary cooperation with the Federal Depository Library system in assuring public access to EPA documents and publications." On April 25, 1991 Alvin Pesachowitz, Director, Office of Infor- mation Resources Management, made a statement to the Joint Com- mittee on Printing about EPA's public access activities. EPA was invited, with other agencies, public interest groups, private information representatives and depository librarians, to the first hear- ing for the new JCP Chairman, Con- gressman Charles Rose (D-NC). The testimony was well received and clearly explained EPA's goal to improve public access to environmental infor- mation. See attached copy of the tes- timony for details. Information for the hearing was com- piled by the Information Management and Services Division (IMSD), the Office of Toxic Substances and the Print Shop. IMSD staff will continue to work with the JCP staff to follow through with recent initiatives to heighten awareness of publication issues and assure that EPA takes full advantage of Federal public informa- tion access mechanisms. ~ SpecioC LiSraries Association Conference June 10-14,1991 San Antonio, Texas Anyone planning to attend please contact Jonda Byrd at FTS 684-7183 or Email box EPA3141/J.Byrd. INFOACCESS ttl MAY 1991 ------- 1988 1988 1989 1989 ~ T Region 4 and 9 document files Basic and Advanced Users available on OLS Manual developed OCLC and NTIS files Region 1 combined Into the document file National Catalog available on OLS EPA's Outreach Through M-Link Recently the Agency has embarked on an effort to improve public access to environmental infor- mation. At the Information Manage- ment and Services Conference in January 1991, Charles Grizzle, Assistant Administrator of the Office of Administration and Resources Management, challenged EPA's in- formation professionals to "make sig- nificant strides in providing informa- tion to the public in a coordinated, comprehensive and responsive way." In one pilot project to determine ways to meet this challenge, the Informa- tion Management and Services Divi- sion (IMSD) is working with Richard Hathaway, Director of M-Link, and Dr. Richard Dougherty, President of the American Library Association and University of Michigan (UMj library science professor, to develop a strat- egy for providing environmental information to Michigan citizens through public libraries. M-Link is the University of Michigan's statewide public informa- tion system that links local public libraries to national and academic databases and expertise. Since it began operation at the end of 1988, it has provided comprehensive and timely information from the UM Library's extensive resources in re- sponse to requests forwarded by a network of participating community libraries. Access is facilitated by personal computers and modems placed in each participating library so that staff can send and receive messages over the state MERIT computer network. Each library also has a fax machine so that short journal articles may be transmitted quickly. After consulting with Richard Hathaway, IMSD has agreed to provide the following databases and services to expand M-Link's environ- mental information resources. Hazardous Waste Superfund Database. ACCESS EPA series. Brokering access to the Right-to- Know Computer Network and the forthcoming Toxic Release Inventory (TRI) CD-Rom. • Telephone and fax inquiry service through the Public Information Center. • EPA/NOAA CD-Rom, post beta- test phase. Brigid Rapp, Chief, Information Access Branch; Linda Travers, Director, Information Management Division, Office of Toxic Substances; and LABAT-ANDERSON managers met with Dr. Dougherty in April to discuss next steps for this project. They also plan to discuss EPA participation in other outreach efforts to assure maximum use of environ- mental information resources. ~ PIC LIST PIC LIST will be a regular feature in future library issues of INFOACCESS. A limited number of the following new publications are available at the Public Infor- mation Center (PIC) this month: •An Analysis of State Superfund Programs: 50-State Study, 1990 Update, September 1990, Office of Emergency and Remedial Response, EPA/540/8- 90/002. •Electric and Magnetic Fields From 60 Hertz Electric Power: Y/hat Do WeKrnw About Possible Health Risks?, February 1991, Office of Air and Radiation, 21A-4001. •Enforcement Four-Year Strategic Plan: Enhanced Environmental Enforcement for the 1990s, February 1991, Office of Enforcement, 21E-2001. •Indoor Air Facts, Fact Sheet Number 8: Use and Care of Home Humidifiers, February 1991, Office of Air and Radiation and Office of Research and Development. •Superfund Emergency Response Actions: A Summary of Federally Funded Removals, Fourth Annual Report—Fiscal Year 1989, September 1990, Office of Research and Development, EPA540/ 8-90/014. •Youth and the Environment, Januaiy 1991, Office of Water, 21W-7001. If you are Interested in obtaining copies of any of these titles, call the PublicInformation Center at FTS 475- MAY1991 INFOACCESS ------- 1989 1989 1989 1990 1990 f f y f y Region 5 pilot of E-Z REF Project Direct data entry States and Public Climatic Change Circulation Module (download to dBase) for Translations can access OLS Database available Around the Network ~ EMSL Library, Las Vegas The EMSL-LV Library he!d an open house on March 27, in conjunction with National Library Week. Over 60 people attended, including the Director and Deputy Director of the Laboratory. In addition to the Open House, a "READ/ SUCCEED" display was developed for the Executive Center lobby. It was one of the most successful library open houses for EMSL-LV, and a fine send- off for Doreen Wickman who retired after 25 years as the librarian. ~ NEIC Library, Denver The NEIC Library held an Open House on April 17, during National Library Week. The staff demonstrated the Rocky Mt. News online, which was a tre- mendous success. They also showcased The EPA Source and conducted library tours. The Open House was well attended by the NEIC staff, including the Director, and several Federal librarians from the Denver area. ~ Region 3 Information Resources Center, Philadelphia The Information Resources Center is set- ting up the Hazardous Waste Technical Information Center to serve the Hazard- ous Waste Management Division. The Center will emphasize computer-based information such as online searching and information on CD-ROM, and will also house relevant publications. Dawn Shellenberger and Kurt Schenk will staff the new Center. Their number is FTS 597-6633; com- mercial (215) 597-7904. ~ Region 10 Library, Seattle In honor of Library Week, the library conducted a library orien- tation for Regional staff that included demonstrations of NTIS on CD-ROM and the Online Library System.They also show- cased a display from the local sewer/water quality utility called "Clean Water, It's Your Choice". In addition they invited the staff to showings of some of the library's environmental videos. ~ Mary Hoffman OLS in a Regional Library: Region 5, Chicago The Online Library System (OLS) is an important source of information for EPA libraries. The following is a profile of how one library, the Region 5 Library in Chicago, has integrated OLS into its day-to-day operations. The Library, established in January 1972, has been using the Online Library System regularly since1987. Staff members can access it Irom a PC, Macintosh, LAN workstation or Digital DecWriter. Their telecommunications link is through a loca Icomputer center connection. All of the staff members routinely use the system for cataloging, interlibrary loan, circulation, and reference functions on a daily basis. In the words of Reference Librarian Penny Boyle, "We could not live without it." The staff uses the National Catalog the most. They find it especially useful for making lists such as soil surveys or titles in a series. It is useful when searching for book or document titles owned by other libraries, for interlibrary loan. The cataloging staff uses it to check for duplicates or for a variety of other cataloging-related functions. It is also used to keep track of materials loaned to EPA Region 5 staff. The Region 5 Library does not have the equipment to allow the EPA staff to search OLS in their library, but they do search the system for EPA requesters, and occasionally for non-EPA patrons if the topic is specific. They demonstrate the system at open houses and other special occasions. OLS use in Region 5 is probably typical of its use in most of EPA's Regional libraries. It is a valuable resource that is much in demand and appreciated by librarians around the network. ~ Penny Boyle, Regbn 5 Library, and Mary Hoffman, LABAT-ANDERSON incorporated INFOACCESS 6 MAY 1991 ------- 1990 1990 1990 T 1991 T" Chemical Collection System Improved report EPA-NOAA available on OLS capability CD-ROM Project Chemical Collection System (CCS): A profile of an Online Library System database, by Lois Ramponi, EPA Headquarters Library The Chemical Collection System (CCS) was started in the late 1970s and the project continued into the early 1980s. Unique to the OTS Chemical Library, the system was developed to index items retrieved through interlibrary loan (ILL) for Office of Toxic Substances (OTS) staff. As literature searches were performed on chemical substances under research, any item retrieved via ILL was copied onto microfiche. What Can You Find In CCS? Included in the file are citations to more than 140,000 journal articles, book chapters, encyclopedia articles and chapters, contractor reports and technical reports obtained from the National Technical Information Service (NTIS). Copies of items found in the CCS are available upon request from the OTS Chemical Library. How Do You Access CCS? Prior to October 1990, search access to the CCS was limited to the author and call number fields. In October the CCS file was added to the Online Library System (OLS) as a subfile, and the database can now be searched by article title, journal title, and year of publication, in addition to author and call number. How Do You Search CCS? To search the CCS, follow the OLS logon procedures. At the OLS Data- base Selection Menu, enter "CH". Keyword access has proven to be the most useful as a means of retrieving citations on specific subject areas and partial titles. Caution should be exer- cised when searching for journal titles because most entries have abbrevi- ated journal titles. In addition, there is no uniform authority file for the abbre- viations. OTS Library staff use the CCS prima- rily to locate articles and contractor reports. They have added it to their "check-first" list; the place they check first if an item is not located in OLS. How Do You Get the Articles? Copies of items found in the CCS are available upon request from the OTS Chemical Library through Interlibrary Loan. Please includethe CCS number, author, article title and journal title in your request. Send requests to ILL, US EPA, OTS Chemical Library (TS-793), 401 M Street, SW, Washington, DC 20460; Telephone: 202/8-382-3944; Email: EPA7565. For more informa- tion about CCS contact the OTS Library, at FTS 382-3944. ~ BASIS Plus upgrade expected < : — : ~\ EPA Librarians and CAS Registry Numbers One of the most important responsi- bilities EPA has is the monitoring of chemicals from creation to disposal or destruction. The CAS Registry Num- ber is the Agency data standard for chemicals, and the Library Network can provide vital support for Agency program offices by supplying this information. The librarians can search for CAS registry numbers in on line databases. If a CAS number can not be found for any given substance, the librarians can refer EPA staff to the appropriate contact at Chemical Abstracts so a number can be assigned. A packet containing more detailed information will be sent to the Network librarians. Anyone else who is inter- ested should contact Mary Hoffman at FTS 475-7762. V J INFOTERRA News The INFOTERRA/USA staff will sponsor a conference in Wahington, DC on June 12 -14,1991. Attendees will include representatives from seven participating Caribbean countries, and officials from the INFOTERRA Programme Activity Center in Nairobi, Kenya. The INFOTERRA staff in Washington, DC was recently designated as the INFOTERRA Regional Service Center for the English-speaking Caribbean region. For more information about the conference or INFOTERRA, contact John Butsch, EPA Headquarters Library, FTS 382-5917. MAY 1991 7 INFOACCESS ------- 'C1 Directory of Special Collection Librarians, May 1991 NAME EMAIL FTS PHONE FAX ATMOS. SCI. Evelyn Poole-Kober, RTP Dorothy Biggs, Denver ESRL/MAD 629-4536 ENFORCE. Library.NEIC 776-5122 776-5116 GR. LAKES Hagerman, Barbara, GLNPO v 353-7932 886-9096 IBM Geiger, Sharon, IRM* S.Geiger (703) 883-5170 (703)734-5470 INFOTERRA Butsch, John, DC* J. Butsch 382-5917 382-3923 Stevanus, Mary, DC* Vivanco, Lili, DC* M.Stevanus L.Vivanco 245-3638 382-5927 382-3923 382-3923 LAW Barbara Morrison, DC Library.Law 382-5919 382-7884 LEGISLATIVE Joan Platten. DC J.PIatten 382-5425 252-0516 POLL. PREV. Adams, Bernadette, R9* EPA9956 484-1519 (415)744-1474 BISK Havilartd, Christina, ECAO* Rettig, Robert, AWBERC* EPA3069 EPA3141 684-7300 684-7705 684-7709 SOLID WASTE Bruneske. Kathy, RCRA, DC* EPA5149 475-9327 382-7884 Davis, Barbara, RCRA, DC* Friedman, Fred, R1* Sennett, Paula, R5* EPA5149 475-9327 883-1687 353-4686 382-7884 (617)573-9662 SUPERFUND Fulwood, Beverly, R4* EPA9415 257-4216(x61) 257-4486 Sacks, Felice, DC* Samuels, Deborra, R9* Shellenberger, Dawn, R3* F.Sacks EPA9956 EPA93101 382-3021 484-1513 597-6633 382-3923 597-7906 TOXICS (ECAO) Arentsen, Sue, TIU, Ci* S. Arentsen 684-7532 TRI (OTS) Herzog, Julia, DC* 382-3568 382-7884 WATER Mitchell, Sfephen, DC* EPA3738 475-8670 382-3923 * = contractor Please contact Mary Hoffman for any changes or corrections at FTS 475-7762; Email EPA30360/M.Hoffman. INFOACCESS a MAY 1991 ------- ------- |