190 Reviews

Federal Statistical Data Bases: A Comprehensive Catalog of Current Machine-Readable and Online Files. Compiled by William R. Evinger. Phoenix, AZ: Oryx Press, 1988. 670 pp. ISBN O-89774-255-9. LC 86-42609. $125 (North America); $150 (Elsewhere).

Although the federal government is one of the most prolific producers of statistical information, it does not provide easy access to the wide range of statistical data it distributes in electronic format. Because the government produces no comprehensive listing of these materials, potential users must perform time- consuming, and often frustrating, searches through a variety of bibliographic sources including individual agency catalogs, publications lists, news releases, and pamphlets to discover the existence, availability, and format of this data. To facilitate the search for this information, Oryx Press has published a catalog which directs users to government agencies or affiliates who produce and supply statistical information via magnetic tape, floppy diskette, and online sources. The title declares the work is a comprehensive catalog of both machine-readable and online statistical data files. However, the preface modifies the scope to comprehensive coverage for magnetic tape data files. but less complete treatment for the other formats. While its claim to comprehensive treatment may be disputed, this work is a very thorough and well-organized tool for locating sources of elusive statistical data.

Evinger’s work is designed to update the 198 1 Department of Commerce Directory of Federal Statistical Data Files [l] and to include additional sources of statistical information. The information included in this directory was compiled during 1986 and 1987. During this time, all government agencies were asked to supply details concerning any statistical data files they produced. In addition, the work contains listings for archival agency files maintained and distributed by the National Archives and Records Administration. While some data is historic, most data files listed contain statistics from the 196Os, 197Os, and early 1980s.

This work includes over 2400 abstracts, which describe both statistical and related data files. Nonstatistical files are included if they complement or aid in the use of statistical files. Not all files listed are available for public use. Some are restricted, but the producers of this catalog included them for general awareness.

Sources of statistical information were derived from censuses, surveys, program evaluations, and other research. While some of the data are available in printed as well as computerized format, much is available only through electronic means. Some data files provide tabulations, modeling and forecasting, and physical, chemical. and biological data. Subject coverage is extremely diverse. Statistical sources are listed for a wide variety of topics ranging from combat casualties in Vietnam to marine bird habitats. Statistical information on education. health, crime. civil rights, agriculture. manufacturing, industry, energy consumption, and nutrition are but a few of the subjects covered.

The information is organized according to department, with separate sections for independent agencies, the legislative and judicial branches, and one for boards, committees, and commissions. Department sections are subdivided by agency and then alphabetically according to file title, regardless of format. In addition to a contents page which outlines the departments and agencies covered. the catalog contains an alphabetical listing of data files and a subject index based on keyword descriptors. The subject index is very detailed and greatly aids in location of specific data files. Entries are often listed under more than one keyword; however, cross references to valid or related keyword terms are not provided.

In general, the entries are easy to find and to read; specific sections within each entry are clearly marked. Entries are patterned after the 1981 DirectoF of Federal Statistical Data Files and also appear similar in format and content to the 1988 Direcroq of’ Computerked Data Files [2]. produced by the Department of Commerce. Each entry is divided into sections providing some or all of the following information: a) title, b) description. c) geograhic coverage, d) time coverage, e) technical description, f) reference materials, g) related reports, h) related files, i) agency contact (with address), and j) availability. The description portions cover the subject content and format of the file as well as technical considerations such as the file structure, number of records, and whether the records are of fixed or variable length. While specific variables are noted in the file descriptions, sortable fields are not mentioned. The description sections vary in length, but average from 80 to 100 words. In many cases, descriptions are nearly identical to those in the 1988 Directory of Computerted Data Files.

The author of this review compared a small random sample of 50 entries from this work to the Directory of Computeri:ed Data Files. While the results are not to be considered scientific, they do reveal striking similarites in the file descriptions. As would be expected. Federal Statistical Data Bases listed many files that were not in the Department of Commerce publication. (The Directoq of Computerked Data Files has only 1300 files listings,) Surprisingly, four magnetic tape files were listed in the Directory that were not in the Oryx publication.

Both works list paper copy equivalents when applicable, as well as companion reports. Federal Stufistical Data Bases appears to have a more complete listing of these reports than the Directory. However. the Oryx work makes no claim to comprehensive coverage in this area. One inconsistency noted in this section is that

Reviews 191

the bibliographic information for related reports is incomplete. Titles are sometimes omitted, and NTIS order numbers are often the only references provided. The omission of titles in the entries creates a need for additional verification if the user wishes to obtain these reports through a source other than NTIS. For convenience, the appendix does provide a copy of a current (as of January 1988) NTIS order form and price schedule for paper and computerized products.

Another inconsistency occurs in the availability section. Price information is often missing. In many cases files are listed as “status pending,” and the potential user will have to contact the agency for distribution details.

In lieu of price information, commercial vendors are listed for online sources available through these means. While the online database listings are not comprehensive, the work refers to online databases such as ERIC and CENDATA, as well as those available through direct agency dial-up. such as the USDA Electronic Dissemination of Information Service and the National Center for Health Statistics Electronic Bulletin Board. In cases where direct dial-up is possible, modem numbers are provided.

Overall, general coverage varies from agency to agency. Individual years within a series have separate entries. The Department of Commerce section with its multitude of census series comprises over one quarter of the catalog entries, while NASA files are listed on less than two pages. Admittedly. the Bureau of the Census is one of the most prodigious statistics producing agencies of the federal government.and this section will probably be the most heavily used.

This work would be of use to anyone interested in purchasing statistical information. However, its price of $125.00 might prohibit purchase by small libraries or those that do not have a clientele interested in a wide range of referral information for statistical data files. Librarians in these institutions might do well to acquire the less comprehensive, but considerably less expensive, Directoyv of Computerized Data Files for around $50.00. Large academic or research libraries whose clientele need extensive referral information for government statistics producers might find this a useful addition to their reference collections. If the federal government persists in its move toward privatization and electronic production of information. then catalogs of this nature will be of increasing value as a source for referrals.

NOTES

I. U.S. Department of Commerce, Directory of Frdercrl Stnristid Dnrn File5 (Springfield, VA: National Technical Information Service, 1981). (NTIS order # PB 81-133175).

2. U.S. Department of Commerce, Direcrory of Compute-i:ed Dm Files (Springfield. VA: National Technical Information Service, 1988). (SUDOC # C51 .I l/2-2:988; NTIS order # PB 88.186267).

LINDA WATSON Assistant Documents Librarian

University of Alabama Main Library Tuscaloosa. AL 35487-0266

USA

Records Management Handbook for United States Senate Committees. Compiled by Karen Dawley Paul. (U.S. Senate Bicentennial Publication #5) Washington, DC: U.S. Senate Historical Office, 1988. 170 pp. (Available without charge from the Senate Historical Office, United States Senate, Washington, DC 20510.)

The records of the over 100 U.S. Senate committees and subcommittees are not only an indispensable administrative tool of the Senate committee staffs, but are an important documentary source of the legislative process in action. They document the Senate’s role in formulating legislation, performing oversight, scrutinizing nominations and treaties, and conducting investigations. Managing these records is an important task, important not only to facilitate current business but also for future researchers, including the Senate staff.

Because of the importance of the committee records and the lack of any systematic guidance for managing them, the Senate Historical Office in 1981 produced for the committee staffs a small records management handbook (Senate Committee Records: A Guide to Disposition and Public Access). By mid-decade, with the increased use of automated records systems and the desire by the committee staffs for more records management guidance, the Historical Office decided to produce a comprehensive handbook; one that would provide guidance on the creation. maintenance, use, and disposition of committee records.

Karen Dawley Paul. the Archivist with the Historical Office and compiler of the Records Management