Keating, 'DEVELOPING A GOVERNMENT INFORMATION CD-ROM WORKSHOP', LIBRES v3n06 (October 30, 1993) URL = http://hegel.lib.ncsu.edu/stacks/serials/libres/libres-v3n06-keating-developing.txt LIBRES: Library and Information Science Research Electronic Journal __________________________________________________________________ ISSN 1058-6768 October 30, 1993 Volume 3 Issue 6 Quarterly LIBRE3N6 KEATING DEVELOPING A GOVERNMENT INFORMATION CD-ROM WORKSHOP by Kathleen Keating Government Publications Librarian University of New Mexico INTRODUCTION The Government Printing Office (GPO) began disseminating government information on CD-ROM format to the nearly 1400 depository libraries in 1989. There has been a steady annual increase of titles being distributed and the proliferation of government information on CD-ROM's can be overwhelming to even the most computer-oriented individuals. The GPO Annual Report 1991 states, "There was a dramatic increase in the number of titles distributed in electronic format in 1991. The number of titles on CD-ROM increased from 5 to 116. The number of titles on floppy diskette rose from less than a dozen in 1990 to 53 by yearend."[1] During the 1992 year, "95,400 copies of 180 titles were distributed electronically."[2] The University of New Mexico General Library's Government Publications Department, a regional depository, had received 355 CD-ROMs covering 46 unique titles, as of June 1993. This increase in technology created a demand for instruction from the ten New Mexico Federal depository libraries on the content and use of the government CD-ROMs. The education of librarians and information providers was considered essential if they were to effectively assist the public in gaining access to government information. How was this goal achieved? By instructing the librarians and information providers on what was considered most valuable in a government information CD-ROM workshop. DEVELOPING A GOVERNMENT INFORMATION CD-ROM WORKSHOP SURVEY POTENTIAL PARTICIPANTS Query the potential participants and gather input on their needs and objectives. It is helpful to include a title and short descriptive list of government CD-ROMs available for instruction. >From this list participants can select titles they are unfamiliar with, titles they receive on deposit from GPO, and titles which may have potential use in their community. WORKSHOP OBJECTIVES The goal of the workshop is to familiarize participants with "high-use" government CD-ROMs. It should also enable them to independently perform their own searches and provide enough documentation to have participants feel comfortable to return to their libraries or institutions and instruct staff members and end- users. Objectives include the following: 1. Provide instruction on selected "high-use" CD-ROMs. 2. Provide database descriptions and documentation. 3. Provide an all day hands-on instructional format. INSTRUCTION AND INSTRUCTORS Who will teach the workshops? With GPO's and the distributing agencies' limited financial and personnel resources the responsibility falls upon the depository library community to teach each other. This responsibility may be taken on by the Regional Federal depository staff in each state but selective depository personnel can be involved as well. Each participating depository library may choose a CD-ROM to present or a small group of team teachers could be selected to present the entire workshop. Team teaching the all day sessions allows each instructor to concentrate on the preparation for only a selected number of software presentations. This methodology also provides multiple instructors to be available during the hands-on sessions to answer questions from participants. Workshops can be held on various dates and at various sites around the state or region to include as many participants as possible. While the workshops are provided to benefit librarians and information providers, other participants such as administrators, faculty, and community users are also encouraged to attend. Workshops may also be held in conjunction with state library association meetings, documents roundtable meetings, etc. WORKSHOP EQUIPMENT In order to provide a successful hands-on workshop, preparation must be done by both the instructors and the host library. HOST LIBRARY RESPONSIBILITIES -Provide an overhead projector -Provide a classroom equipped with variable lighting -Provide a projector screen or large white blank wall -Provide two or more CD-ROM workstations located within the classroom or nearby -Provide promotion for the workshop by inviting depository librarians and other interested persons. INSTRUCTORS RESPONSIBILITIES -Provide a CD-ROM workstation -Provide Liquid Crystal Display (LCD) computer projection panel for easy viewing of computer demonstrations -Provide documentation or "tip-sheets" for each CD-ROM presentation for each participant -Provide visual aids such as overhead transparencies which enhance the presentation -Arrive early to ensure all computer workstations have the appropriate software loaded to be used by participants during hands-on session PROGRAM FORMAT: COMPUTER HARDWARE Without extended knowledge of the computer expertise of each workshop participant, the basics should be covered. A brief explanation of a recommended standard CD-ROM workstation configuration which covers the minimum technical guidelines for Federal Depository Libraries can be displayed and discussed.[3] GPO RECOMMENDED STANDARD WORKSTATION CONFIGURATION Computer IBM Compatible 486SX computer operating at 25Mhz Memory 4 or More Megabytes of RAM; expandable to 16 Meg Floppy Disks Both 3.5" High density and 5.25" High Density Hard disks 120 to 210 Megabyte capacity; 15ms or less access time; IDE or SCSI interface Expansion Co-processor socket available; minimum of three free board slots; additional hard drive bay desirable; 2 serial and 1 parallel ports Display VGA or Super VGA, 14" CD-ROM Drive Single or Multiple platter drive compatible with ISO standard; consider Multi-Media support Printer For text: 24 pin dot matrix; Epson or IBM Proprinter emulation compatible Modem 9600 Bps, meeting V.32, V.42, V.42 bis or MNP 5 standards and compatible with Hayes "AT" command set Software MS-DOS 5.0 or later; Device driver for CD-ROM drive DATABASE INSTRUCTION AND DOCUMENTATION High-use government CD-ROM database titles which can be presented at an all day workshop include the 1990 Census, County Business Patterns, 1987 Economic Census, GPO Monthly Catalog, National Trade Data Bank, and the Toxic Release Inventory. (For other titles see Appendix.) These titles can be grouped by similar software to help the participants assimilate the contents of the databases and the software. In preparation, instructors should gather as much information as possible to provide database documentation and description in their presentations. One hour should be allotted for each database: thirty minutes for lecture instruction and thirty for participants hands-on experience. (See example of an all day workshop schedule.) SAMPLE WORSKHOP SCHEDULE Time CD-ROM Software 8:00-8:30 Introduction 8:30-9:30 1990 Census Go, EXTRACT 9:30-9:45 BREAK 9:45-10:45 County Business Patterns Go 10:45-11:45 1987 Economic Census EXTRACT 11:45-1:00 LUNCH 1:00-2:00 GPO Monthly Catalog SilverPlatter 2:00-3:00 National Trade Data Bank BROWSE 3:00-3:15 BREAK 3:15-4:15 Toxic Release Inventory Word Search During the lecture segment, the first step is to cover the contents or subjects covered in the database. Explain the years of coverage as well, if applicable. Secondly, once the content is known discuss the structure of the database or how the information can be retrieved from the CD-ROM. Thirdly, demonstrate the search software commands and strategies. Incorporate example searches which will be relevant to your audience and the region where the workshop is being held. During the lecture provide participants with clear and concise handouts or "tip-sheets". These will aid participants in taking notes and remembering the different software commands while conducting their own searches in the hands-on segment. SELECTED GOVERNMENT CD-ROM DATABASES The following government CD-ROM's are examples for instructors to use as guides in developing a workshop. Attention has been given to the content, structure, and software to be presented. 1990 CENSUS OF POPULATION AND HOUSING The 1990 Census CD-ROM information, including Public Law 94- 171, Summary Tape File 1 (STF1) and Summary Tape File 3 (STF3), requires a detailed introduction to discuss contents, structure and softwares available. Participants will need to know the differences of each file to know which disk will be appropriate to find the information requested. After describing the contents of the CD-ROM's, the LCD computer projection panel can be used to display the step by step approach of different software sample searches to the workshop group. Contents: Public Law 94-171 Redistricting Data contains a count of all persons and housing units by states and their subareas in hierarchical sequence down to the block level. Multiple disks provide a race count (five race categories) and a count of all persons of Hispanic origin and persons 18 years old and over of Hispanic origin. In addition, data are provided for all persons not of Hispanic origin and persons 18 years old and over by race. Summary Tape File 1 (STF1) contains summarized 100-percent data derived from questions asked of the entire population. Population items include age, race, sex, marital status, Hispanic origin, household type, and household relationship. Population items are cross tabulated by age, race, Hispanic origin, or sex. Housing items include occupancy/vacancy status, tenure, units in structure, contract rent, meals included in rent, value, and number of rooms in housing unit. Housing data are cross tabulated by race or Hispanic origin of householder or by tenure. STF1 is released to depository libraries as STF 1A, STF 1B, and STF 1C. The record structure is identical for all three files but the geographic coverage differs. -STF 1A provides data for States and their subareas in hierarchical sequence down to the block group level. -STF 1B provides an extract of selected data for States and their subareas in hierarchical sequence for the lowest level of census geography, census blocks. -STF 1C provides summaries for the entire United States, region, division, state, county, county subdivision, places of 10,000 or more persons, consolidated city, Metropolitan Statistical Area/Consolidated Metropolitan Statistical Area (MSA/CMSA), urbanized area, and American Indian total, State and county portion of American Indian reservations. Summary Tape File 3 (STF3) contains sample data weighted to represent the total population. In addition, the file contains 100-percent counts and unweighted sample counts for the total persons and total housing units. Other population and housing items are listed below. Population items include: Age Means of transportation Ancestry to work Citizenship Mobility limitation status Class of worker Occupation Educational attainment Place of birth Employment status Place of work Family type Poverty status in 1989 Farm and nonfarm Private vehicle occupancy population Race Foreign-born status Residence in 1985 Group quarters School enrollment Hispanic origin Self-care limitation status Household type and Sex relationship Travel time to work Income in 1989 Urban and rural population Industry Veteran/military status Language spoken at home Work disability status Marital status Work status in 1989 Housing items include: Age of householder Rooms Bedrooms Selected monthly owner costs Condominium status Sewage disposal Farm and nonfarm housing Telephone availability Heating fuel Tenure Hispanic origin Units in structure of householder Urban and rural housing Housing units Utilities and rent Kitchen facilities Value of housing unit Meals included in rent Vehicles available Mortgage status Water source Occupancy status Year householder moved Plumbing facilities into unit Race of householder Year structure built Rent STF3 is released as STF 3A, STF 3B, and STF 3C. As with STF1, the record layout of the CD-ROM's are similar to all files but the geographic coverage will differ. -STF3A provides data for States and their subareas in hierarchical sequence down to the block group level. This will be the lowest census geographic area for which sample data will be released. -STF3B provides ZIP Code data for the 5-digit ZIP Codes within each State including county portions of the ZIP Codes. STF3C provides summaries for the entire United States, regions, division, State, county , county subdivision with 10,000 or more persons (12 states), county subdivison with fewer than 10,000 persons and in a MSA/CMSA (6 states), places with 10,000 or more persons, consolidated city, American Indian/Alaska Native areas, Alaska Native Regional corporations, MSA/CMSA and Primary Metropolitan Statistical Area (PMSA), and urban areas. Structure: The files are structured in a geographic hierarchy. 1990 Census Of Population and Housing Summary Tape File 1A 040 New Mexico SELECT A SUMMARY LEVEL State 040 Place (totals) 160 County (parts) 155 Consolidated city (totals) 170 County (totals) 050 Census tract/block numbering area (totals) 140 Block group (totals) 150 County subdivision (MCD/CCD) (totals) 060 Place (parts) 070 Census tract/block numbering area (parts) 080 Block group (parts) 091 American Indian Reservation, etc. 2?? Congressional district (totals) 500Scroll Pg/DnPgUp-Page , and the data categories are made available to once again highlight and select. The software is somewhat limiting because it only provides data for a single geographic area. After demonstrating several searches, downloading procedures to either a floppy diskette in ASCII (Flat/SDF), ASCII (delimited), dBase format or to a printer can be explained. GPO also distributed a public domain dBase software entitled EXTRACT. EXTRACT Version 1.3, can manipulate multiple files on the 1990 Census CD-ROM's, as compared to GO's single geographic area selection software. Working from the Main Menu, examples can be shown on the Census STF 1A disk which displays how to select ITEMS, select RECORDS, add LABELS, and display to screen, as well as downloading procedures. Participants should be able to distinguish when the appropriate software can be used. For example, if a patron requests the 1990 population of Albuquerque, New Mexico the GO software would be sufficient. But if the patron wants the Hispanic population of New Mexico by city, EXTRACT would be needed. 1987 ECONOMIC CENSUS Contents: This series includes extensive information related to retail, wholesale trade, and service industries by state, places larger that 2500, counties and Metropolitan Statistical Areas (MSA's). Included are state ratios, bridge tables, old/new Standard Industrial Classification (SIC) codes. Summary statistics from 1982 and 1977 are available on volume 1. Structure: Geographical hierarchy. Software: EXTRACT was initially designed for use with the 1987 Economic Census. Instructors should make available to each participant a copy of the Technical Documentation for EXTRACT which is available at depository libraries or through the Data User Services Division, Bureau of the Census, Washington, D.C. 20233. COUNTY BUSINESS PATTERNS Contents: 1986, 1987, 1988, 1989 and 1990 disks contain data on the number of employees, taxable payroll, and number of reporting units by employment size for individual states and United States summary. Businesses are listed by SIC code number to a four digit class. Data on the CD-ROM is the same as included in the printed edition of County Business Patterns. Structure: Geographic hierarchy. Software: GO. GPO MONTHLY CATALOG OF U.S. GOVERNMENT PUBLICATIONS Contents: GPO Monthly Catalog contains the bibliographical information on publications printed by the Federal government from July 1976 to current date. Structure: dBase format in which records are arranged by author, title, descriptors, Superintendent of Documents call number and abstracts. Software: There are many software products available on the market for use with GPO Monthly Catalog. SilverPlatter is an example software program which provides searches to be conducted through simple commands including the use of boolean operators, limiting fields, and searching from the index and free text, as well as identifying the parts of a sample record. The Silverplatter Quick Reference Guide was provided as a hand out.[4] Sample Record SilverPlatter 3.11 GPO on SilverPlatter (1976-8/93) F-10=Commands F1=Help AN: 92053808 1 of 8 SU: I 29.21:P 448/6/991 SU: I2921P4486991 CA: United States. National Park Service. TI: Petroglyph National Monument. SO: Albuquerque, N.M. : The Service, [1991]. PY: 1991 PD: 1 sheet : ill., map ; 36 x 20 cm. folded to 9 x 20 cm NT: Shipping list no.: 91-670-P IT: 650 DE: Petroglyphs-New Mexico-Albuquerque. Petroglyph-National-Monument-N.M.. PT: Monograph OC: 24639565 UD: 9110 MENU: Mark Record Select Search Term Options Find Print Download Press ENTER to Mark records for Print or Download. NATIONAL TRADE DATA BANK (NTDB) Contents: NTDB is a monthly CD-ROM product which has been issued by the U.S. Department of Commerce, Office of Business Analysis since October 1990.[5] This CD-ROM contains data concerned with international economics and trade of interest to U.S. businesses engaged in export-related activities and Federal and State agencies that promote exports. Databases are compiled from 15 government agencies including the Commerce Department's Bureau of Economic Analysis, Census Bureau, and International Trade Administration; CIA; Bureau of Labor Statistics; Department of Energy; Small Business Administration; Trade Representative's Office; Export-Import Bank; and others. Another database included on the disk is the Foreign Traders Index which provides the names and addresses of distributors, agents, importers, end users, and potential agents and distributors in foreign countries. Structure: Data arranged by distributing agency. Software: BROWSE software uses five alternative search strategies for retrieving data from the CD-ROM. These search strategies are termed SOURCE, TOPIC, PROGRAM, SUBJECT, and ITEM. Users can begin searching by highlighting the selection and pressing . BROWSE also allows the user to refine the search in a variety of ways or by use of Boolean (and/or/not) logic. Definitions of the search strategies include: SOURCE: Choose any of the 15 source agencies contributing to the NTDB. Then select an agency to retrieve the documents and tables available. TOPIC: Choose from a list of general topics such as energy or interest rates. PROGRAM: Choose from an alphabetical list of the documents available on the system. SUBJECT: Specify key words contained in the document titles. ITEM: Specify a title by its identification code. After selecting SOURCE from the BROWSE software, agencies can be selected to retrieve documents as shown below on the NTDB CD- ROM. SOURCE TOPIC PROGRAM SUBJECT ITEM QUIT 5 Board of Governors of the Federal Reserve System 2 Central Intelligence Agency 1 Export-Import Bank of the United States 3 Office of U.S. Trade Representative 1 Overseas Private Investment Corporation 5 U.S. Department of State 1 U.S. International Trade Commission 1 U.S. Small Business Administration 1 U.S. Trade and Development Agency 1 University of Massachusetts (MISER) 1 USDA, Foreign Agricultural Service 13 USDOC, Bureau of Economic Analysis 3 USDOC, Bureau of Export Administration 7 USDOC, Bureau of the Census 21 USDOC, International Trade Administration 3 USDOC, National Institute of Standards and Technology 1 USDOC, Office of Administration 2 USDOC, Office of Business Analysis 1 USDOE, Energy Information AdministrationF1=HELP F2=INFO HOME END PgUp PgDn ESC Exit EPA Toxic Release Inventory (TRI) (1987-89) Contents: The Toxic Release Inventory contains information reported by facilities required to report to the Environmental Protection Agency and to those state officials designated by the governor. It covers routine and accidental releases of toxic chemicals into the environment. Facilities subject to this reporting requirement are owners and operators of facilities with 10 or more full-time employees that are in Standard Industrial Classification codes 20 through 39. These CD-ROM's contain reports filed on or before July 1, 1990 for releases during the preceding calendar year. Structure: dBase records arranged by chemical and geographic location. Software: WORD SEARCH and ADVANCED SEARCH allow the user to search by chemical, company name, or geographical location by using keywords. Araby Greene's condensed guide can be used as the TRI documentation for the participants.[6] Example searches should be tailored to an area familiar to the participants so information can be found on hazardous materials released within their region. While plans are underway to release a newer version of this database, the most up-to-date information is always available at the National Library of Medicine which distributes TRI on TOXNET.[7] HANDS-ON SEGMENT Directly following each lecture session a hands-on segment should follow. Encourage participants to perform their own searches with an understanding that it is okay to make mistakes. Instructors should make themselves available to answer question by moving from one CD-ROM workstation to another during the half-hour time period. Be aware of participants differing levels of expertise and learning styles by encouraging even the most hesitant person to try searching. EVALUATION Instructors can gain valuable feedback from participants by distributing an evaluation form. Areas which can be evaluated are the workshops content, relevance of selected CD-ROM's presented, documentation and handouts, instructors presentation, location and time of workshop, and other suggestions which would benefit other participants in a future workshop. Instructors may also informally follow up a month after the workshop, either by mail or phone, to assist participants with any questions or problems they may be having with the CD-ROM's. CONCLUSION There were five Electronic Government Information Workshops conducted around the state of New Mexico during 1991-92. All were varied and customized to meet the needs of the host depository libraries. The training of government information providers has provided a gateway to the access of electronic government information for the public throughout New Mexico. Those interested in the government CD-ROM products described may contact their local Federal Depository Library. Communications to the author may be addressed to Kathleen Keating, Government Publications Librarian, General Library, University of New Mexico, Albuquerque, NM 87131; 505/277-5441. References [1] GPO Annual Report 1991 (Washington, D.C.): U.S. Government Printing Office, (1992): 29. [2] GPO Annual report 1992 (Washington, D.C.): U.S. Government Printing Office, (1993): 23. [3] Administrative Notes 13, no. 22 (1992). [4] SilverPlatter Quick Reference Guide: GPO on SilverPlatter. [5] National Trade Data Bank CD-ROM Users Guide (Washington, D.C.) : Office of Business Analysis, (1991). [6] Araby Greene, "Toxic Release Inventory on CD-ROM," Administrative Notes 12, no.12, (1991): 6-8. [7] Toxic Release Inventory: CD-ROM Retrieval Users Guide Washington, D.C.: Office of Toxic Substances, (1990). APPENDIX SELECTED DEPOSITORY GOVERNMENT TITLES AVAILABLE ON CD-ROM 1987 Census of Agriculture 1987 Economic Censuses 1987 National Health Interview Survey 1990 Census of Population and Housing: PL 94-171 Redistricting Data Summary Tape File 1 A-C Summary Tape File 3 A-C Equal Employment Opportunity File 1991 National Survey of Fishing, Hunting, and Wildlife- Associated Recreation Agriculture Specialty Publications and 1987 Public Use Files American Housing Survey Chronic Disease Prevention Files Comprehensive Housing Affordability Strategy (CHAS) Congressional Record (1985) County Business Patterns County/City Data Book Current Population Survey DoD Hazardous Material Control & Management/Hazardous Materials Information EPA Toxic Chemical Release Inventory Federal Acquisition Regulations (FAR) Federal Information Resources Management Regulations and Bulletins (FIRMR) HCFA's Laws, Regulations, Manuals High School and Beyond National Postsecondary Student Aid Study National Economic, Social and Environmental Data Bank (NESE) NOAA Aeronautical Charting Data Sampler II National Trade Data Bank (NTDB) Occupational Safety and Health Administration (OSHA) Regulations, Documents and Technical Information Regional Economic Information System (REIS) State Water Data Report 1990 TIGER (Toppologically Integrated Geographic Encoding and Referencing system)/Line Census Files 1990 United States Code U.S. Exports of Merchandise U.S. Imports of Merchandise For a current discussion of Federal CD-ROM's, depository and non-depository see Information Dissemination: Federal CD-ROM Titles--What Are Available and How They Were Priced (Washington, D.C.) : United States General Accounting Office, (1993). 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