U.S. Government

Printing Office

August 1977

Number 23 GP 3.27:23

Assistant Public Printer (Superintendent of Documents)

<;t

Standards & Guidelines

Revised Draft

Now Ready!

With this issue of Highlights is a special supplement similar to the one which accompanied the December 1975 issue. It is the revised

draft of that earlier supplement

which received comments from li- brarians in this country and abroad.

As reported in the previous issue

of Highlights, the Depository Li- ^ry Council to the Public Printer

wants concerned documents people

to examine the new draft which in- corporates as many of your suggestions and recommendations as

possible.

Look over the result carefully.

Then tell us what you think of it. Write the Editor of Highlights at least a postcard saying you approve

or disapprove, so that we can get a good idea of consensus. Also, if any

section of the new draft presents a major problem, specify it for us. Address your comments to: Editor, Public Documents Highlights,

Library and Statutory Distribution

Service, Government Printing Office,

Washington, D.C. 20401, or to any

member of the Council. Names and

addresses of current Council members appear on Shipping List 9775,

for May 9, 1977. The sooner your

comments are received, the better. Let's have as many as possible for

^ upcoming Council meeting of oJtober 16-18, 1977!

GPO Cataloging

Information To Be

Shared In Highlights

A new column will be forthcoming

in Highlights which will pertain to the Monthly Catalog and the cataloging policies and procedures employed at GPO in its construction.

The column will beaimed at familiarizing documents librarians and

Monthly Catalog users with the

latest procedures of GPO's Library

Division.

Specific points of cataloging will be discussed in the light of the

Anglo-American Cataloging Rules

and their application. Examples will be provided. A special focus will be

where and how GPO differs from

AACR in cataloging for the Monthly

Catalog and the OCLC data base.

Another focus will be the Monthly

Catalog itself, with discussion of problems with entries and indexes.

This will serve to clarify those areas

of Monthly Catalog which have

puzzled some users. Suggestions of specific concerns

for coverage in this column will be

most welcome from Highlights readers. These should be sent to: Mr. Stuart Greenberg

Chief, Classification

& Cataloging Branch

Government Printing Office

5236 Eisenhower Avenue

Alexandria, Virginia 22304

These happy people have just completed a special three day workshop conducted by the Government Printing Office's Library and Statutory Distribution Service. Left to right are Depository Librarian and Documents Instructor at the University of Rhode Island, Anne P. Shaw, and her four documents library interns finishing M.L.S. programs: Charles

McNeil, Sally Grucan, Susan Hughes, and Charlotte Brown.
Questions And Answers

r

Q. "What is the publication titled NUMERICAL LISTS AND SCHEDULE

OF VOLUMES?" ask some librarians

of visiting inspectors. Even more

ask "Why is it slow in coming?"

A. The Numerical Lists and Schedule of Volumes is a valuable refer- ence tool compiled under the direction of the Superintendent of Documents and published once a year by

the Government Printing Office. It lists all the House and Senate Reports plus documents issued during

a given session of Congress. It has

two sections. The first, and larger, is arranged numerically by report

number, with the report's title, or document number, with document

title, as well as volume and Congressional Serial Set numbers. The

second section is a very special type

of index and a key to the contents of the bound Serial Set volumes. It is

arranged numerically by Serial Set

number, with the number of the vol- ume, and the numbers of the reports

or documents appearing in the vol- ume. Users of the NLSV refer back

and forth between the two sections

for information.

Any library which is receiving the

Serial Set bound volumes should be

sure to select the Numerical Lists and Schedule of Volumes (Item 553

GP 3.7/2: ) for easy access to re- ports and documents.

A great deal of preparation and

planning is involved in publishing

NLSV. As each session of Congress

progresses, materials are being

gathered, the schedule is bel' planned, and numbers assignk.

Every report and document issued

or authorized by Congress must be

accounted for. Regrettably, some re- ports and documents ordered printed by Congress appear well after the

end of a session. This, as well as the

difficulty in obtaining some copies

complicate matters and make it impossible to issue NLSV immediately

following the adjournment of a ses- sion of Congress.

Before the NLSV can be sent to press, all reports and documents

have to be obtained for the Serial Set and sent to GPO's bindery. In preparation for binding each volume

must be given a spine title and a

title page. A table of contents must

also be included when the volume

contains more than one report or document.

At one time it was possible to send groups of miscellaneous re- ports and documents for binding^"" soon as a sizeable volume for 1 session had accumulated. But due

to a change of parliamentary proce- dure begun with the 94th Congress,

-J
Special Needs

this is no longer possible. Reports

are now frequently issued in more

than one part. This necessitates

holding the contents of all volumes

until Congress adjourns in order to insure that all reports are complete

and all parts included. Only then can they be bound.

The Superintendent of Documents must be sure that all reports

and documents for a session of Congress have been submitted for printing. Recently, a number was as- signed to still another document of the 2nd session of the 94th Congress which had just been submitted

for printing, and we are half way into

'^e 1st session of the 95th Con-

^.ess! Had NLSV already gone to press, it would have been incomplete!

Presently, GPO is in the process

of sending reports and documents

of the 2nd session of the 94th Congress for binding and eventual Serial Set distribution. At the same

time a flood of material for the 1st session of the 95th Congress is be- ing rounded up. Barring any unfore- seen delays, the Numerical Lists and

Schedule of Volumes should be

ready for depository distribution ap- propriately in time for librarians to celebrate Thanksgiving Day!

If your depository library has some special needs of a general or

specific nature, let us know. Below

are some recent requests. If you can

offer discards, write the requesting

depository a letter (sending a copy

to your regional). The library accepting the material agrees to pay any

postage and packing costs that may

be necessary.

Specific needs

U.S. Court of Claims Reports, vols. 155-200.

Mr. Erich F. Schimps

Associate Librarian

Humboldt State University Library

Areata, California 95521

Federal Trade Commission Statutes & Court Decisions, 1939-55, vols. 3-5.

interstate Commerce Acts Annotated, vols. 8, 10-12, 14-17.

I.C.C. Motor Carrier Cases, vols. 49,

51-54, 56-80, 82-83, 85, 87, 92.

I.C.C. Reports, vol. 287.

N.L.R.B. Decisions and Orders, vols. 66, 67.

Ms. Dianne Broadhead

Assistant Librarian

Ninth Circuit Library

U.S. Court of Appeals

Post Office Box 5731

San Francisco, California 94101

HUD Challenge, 1972, Jan.-Feb.;

1973, Oct.-Nov.; 1975, Mar., May.

Quarterly Journal of the Library

of Congress, 1971, July.

Mr. S. Mark Jarrell Government Documents Librarian

William C. Jason Library

Delaware State College

Dover, Delaware 19901

Congressional Record, vol. 115,

pt.7.

Index of Patents, 1971, pt. 2; 1972,

pt. 1.

Monthly Catalog, 1932-33, 1934.

Ms. Clarice Ruder

Government Publications Librarian

Tampa Hillsborough County

Public Library System

900 North Ashley Street Tampa, Florida 33602

Serial Set, pre-1960.
r

statutes at Large, vols. 1-43.

United States Reports, vols. 1-367.

Ms. T. H. Minn

Government Documents Librarian

University of Hawaii at Hilo Library Post Office Box 1357

Hilo, Hawaii 96720

Court of Claims Reports, vols. 9, 88.

House Reports, 79-152, 80-304,

80-308.

Motor Carrier Cases, vols. 43, 46,

98.

N.L.R.B. Decisions and Orders, vols.

7, 15, 23, 124.

Senate Foreign Relations Committee, Hearings: Multinational Cor- porations & U.S. Foreign Policy, pts.

1 & 2 (1973).

Mr. Paul Axel-Lute

Federal Documents Librarian

Law School Library

Rutgers University

180 University Avenue

Newark, New Jersey 07102

ERIC, Resources in Education,

1970, Nov.; 1975, Sept., Nov.-Dec;

1976, Jan., March.

Ms. Barbara Gannon

Reference Librarian

Geisel Library

St. Anselm's College

Manchester, New Hampshire

03102

Monthly Labor Review, 1975, Aug.,

Oct. -Dec; 1976, Jan. -April, November.

Statutes at Large, vol. 85, 92nd

Cong., 1st Session; vol. 86, 92nd

Cong., 2nd Session.

Mr. David J. Karre

Documents Librarian

Niagara Falls Public Library

1425 Main Street Niagara Falls, New York 14305

U.S. Dept. of Agriculture, Soil Conservation Service, Soil Survey for Athens County, Ohio, 1938.

Mr. Earl Shumaker

Head, Government Documents

Department

Ohio University Library

Athens, Ohio 45701

Supreme Court Reports, vol. 372.

Ms. Caroline C. Long

Documents Librarian

Fackenthal Library

Franklin and Marshall College

Lancaster, Pennsylvania 17604

Congressional Record, vol. 118, pt.

1.

Monthly Catalog, 1961-65; 1966;

1967, Jan.-April; 1969, MayDec.

ERIC, Research in Education, vol. 8, nos. 1-6 (1973).

Mrs. Lyn Bayless

Documents Librarian

John W. Finney Memorial Library

Columbia State Commuity College

Columbia, Tennessee 38401

Congressional Record, vol. 108, pts.

8, 10.

United States Reports, vol. 407

(October Term 1971).

Mrs. Margaret Grigg

Documents Assistant

Hopkins Library

Austin College

Sherman, Texas 75090 I

Code of Federal Regulations, List of CFR Sections Affected March 1974,

(2 copies wanted).

Ms. Jacqueline Goldfarb

Documents Librarian

Arthur J. Morris Law Library

School of Law

University of Virginia

Charlottesville, Virginia 22901

F.C.C. Reports, Second Series, vols. 12, 19,24, 38,39.

Internal Revenue Cumulative Bulletin, 1974, pts. 1,2,3.

I. CO. Motor Carrier Reports, vols. 54, 56, 61, 75, 105-06, 108-10,

112.

S.E.C. Reports, vol. 44. ki}

U.S. Tax Court Reports, vols. 50,

60, 63.

Ms. Iris C. Stevenson

Librarian

Fourth Circuit Library

U.S. Court of Appeals

U.S. Courthouse

Richmond, Virginia 23219

Specific offers

The following excellent offer comes from a regional that has al- ready asked some 50 libraries with- out getting any takers. Surely

long our 1200 -f depositories are some who can use these fine runs.

Annual Report of the Comptroller

General of the United States, 1936-

69.

Bibliography of Agriculture, 1950-

69.

Department of Commerce, Annual

Report, 1907-59.

Department of the Navy, Annual

Report, 1909-48.

Farm Credit Administration, Annual

Report, 1933-53.

Federal Work Agency, Annual Report, 1940-48.

General Services

Administration, Annual

Report, 1949-70.

Interstate Commerce Commission,

Annual Report, 1888-1971.

Journal of Agricultural Research,

1913-49.

National Advisory Committee for Aeronautics, Annual Report, 1924-

58.

Official Register of the United

States, 1872-1905, 1907-59.

Panama Canal Company, Annual

Report, 1915-39, 1950-71.

Post Office, Annual Report, 1907-

64.

Treasury Department, Director of the Mint, Annual Report, 1913-62.

United States Shipping Board, Annual Report, 1918-33.

Veterans Administration, Annual

Report, 1931-64.

War Department, Annual Report,

1907-41.

Ms. Deborah Spencer

Library Assistant

U.S. Government Documents

Regional Depository

University of Kansas Libraries

Lawrence, Kansas 66045

Corps of Engineers, Annual Reports, 1920-75, (almost complete).

Ms. Maggie Johnson

Missouri State Library

308 East High Street Jefferson City, Missouri 65101
Congressional Record,

(almost complete).

1938-71

Ms. Cynthia Bower

Government Publications Librarian

General Library

University of Mexico

Albuquerque, New Mexico 87131

Public Health Reports, vols. 75,

77-83, 85-86 (bound).

Mrs. Genease B. Mays

Documents Librarian

Paul Meek Library

University of Tennessee at Martin

Martin, Tennessee 38238

Discard & Gift lists wanted

Ms. T. H. Minn

Government Documents Librarian

University of Hawaii at Hilo Library Post Office Box 1357

Hilo, Hawaii 96720

Grants Available

Perhaps your depository has had numerous requests for the June 6,

1977, issue of Federal Register. The

most likely reason for this is the

publication on pages 28899-28903

of the "Proposed Rules" laid down

by the Office of Education in the

Department of Health, Education,

and Welfare. The "Rules" cover "Strengthening Research Library

Resources: Awards of Grants to Eli- gible Major Research Libraries."

Does your library qualify for a grant?

Public Documents Highlights is circulated bi-monthly by the Superintendent of Documents, Washington, D.C. 20402, and is mailed at

first class postage rates. Public

Documents Highlights is intended

primarily for librarians of the Federal Depository Library Program

Material proposed for circulation

may be submitted to the Editor,

Public Documents Highlights, Li- brary and Statutory Distribution

Service, Government Printing Office, Washington, D.C. 20401. The

Superintendent of Documents,

however, retains the right to accept

such material, to edit it, and t'. assign priorities of circulation.

tV GPO : 1977—0-249-569 #15

G PO 9 19-142

SPECIAL SUPPLEMENT TO

[o)[La[o)DD© (^©©aaoTnKgiRiG©

highlights

(August 1977)

Proposed Standards&Guidelines m@^o@®(S))

INTRODUCTION

The Depository Library Council has been working on

a statement of Guidelines for the Depository Library

System since 1974. The statement is designed to re- flect a recommended level of conduct for both the Government Printing Office and for officially designated depository libraries in carrying out the objectives of the

Depository Library System. The Guidelines do not con- ^tute legally binding regulations. They are recom- ^ndations. The Guidelines for depository libraries nave been kept as flexible as possible so that they may

be applicable in the variety of institutions participating in the depostory program.

A draft of these Guidelines was published with the

December 1975 issue of PUBLIC DOCUMENTS HIGHLIGHTS, at which time comments were requested from

all depository librarians. Many librarians did respond.

Comments were also received from professional groups

such as the Federal Documents Task Force of the ALA

Governments Documents Round Table, and the Government Documents Committee of the American Association of Law Librarians. These comments on the

1975 version of the Guidelines were considered at the

October 1976 meeting of the Depository Library Council

and changes were made in the Guidelines as a result. Several minor amendments were made at the April 1977

meeting of the Council upon advice of the General Counsel of the Government Printing Office. The Guidelines printed here reflect the changes

adopted by the Council. Material deleted from the ver- sion published with the December 1975 PUBLIC

DOCUMENTS HIGHLIGHTS is [bracketed]; material

added is italicized. Many of the changes reflected in this draft were Vie in response to comments from depository li- Tf^rians throughout the country. Further response to the verison printed here is invited. Comments should be addressed to: Editor, Public

Documents Highlights, Library and Statutory Distribution Service, Government Printing Office, Washington,

D.C. 20401, or to any member of the Depository Library

Council. Names and addresses of current Council members appear on Shipping List 9775, for May 9, 1977.

GUIDELINES FOR THE

DEPOSITORY LIBRARY SYSTEM

as adopted by Depository Library Council October 22,

1976, and amended April 25, 1977.

1. OBJECTIVES OF THE DEPOSITORY LIBRARY

SYSTEM

1-1 The purpose of depository libraries is to make

U.S. Government publications easily accessible

to [use rs] the general public and to insure their

continued availability in the future. 1-2 The purpose shall be achieved by a system of cooperation wherein depository libraries will re- ceive free Federal public documents in return

for making them accessible to the general public in their areas. 1-3 The guidelines are to be considered a recom- mended level of conduct by all depositories unless otherwise specified by statute.

2. SUPERINTENDENT OF DOCUMENTS, U.S. GOVERNMENT PRINTING OFFICE.

2-1 Obtain new Federal publications and forward

free of expense to depository libraries as ex- peditiously as possible in accordance with 44

U.S.C. 1901, 1902, and 1913.

2-2 Not Used

2-3 Provide all numbers of series in the List of Classes of United States Government Publications Available for Selection by Depository Li- braries, including those numbers not printed at the Government Printing Office. 2-4 Actively gather and distribute in paper or micro1
format all [unrestr i cted] Federal publications of [reference] public interest or educational value

not printed at the Government Printing Office

which are within the scope of 44 U.S.C. 1902.

2-5 Provide samples and/or annotations for new

titles offered to depositories, and return cards

for selection purposes.

2-6 Subdivide item numbers as necessary to insure

that libraries need receive only wanted documents.

2-7 Supply shipping lists containing item numbers,

titles of documents, classification numbers,

[and order] information [w i th each day's sh i p- ment of depos i tory se lect i on] on classification

changes, corrections to previous lists, and price

information for sales publications.

2-8 Supply forms for claiming items selected but

missing from the shipment, damaged or incomplete.

2-9 Offer choice of format, paper, microform or other format; however, the Government Print- ing Office with consultation with the depository,

should have the option of providing only one

format when the nature of the material warrants it. 2-10 Provide a timely and comprehensive system of catalogs, bibliographies and indexes to Federal

publications.

2-11 Provide a standard classification system for Federal documents, and related aids such as

lists of subject headings.

2-12 Provide assistance to libraries on problems of using the Sudocs system of classification.

2-13 [Maintain a li brary to be come th e Nat i ona l De- pos i tory Li brary.] Cooperate with the National

Archives to acquire and preserve a comprehensive collection of Federal publications.

2-14 Issue instructions for the selection, claiming,

retention, withdrawal and other activities re- lated to depository libraries. 2-15 [Prov i de add i t i ona l ] Allocate funds for the eval- uation of depository libraries through questionnaires, surveys, and inspections at intervals

considered necessary by the Superintendent of Documents, to insure compliance with the depository law. 2-16 After advance notice to the library concerned,

investigate [unsat i sfactory] conditions in depository libraries by personal visits. 2-17 Provide written notice to a library about unsatisfactory conditions, and if not corrected within

six months, delete the library from the list of depositories.

2-18 Announce new policies and changes on a regular basis to all depositories.

2-19 Cooperate with publication projects which contribute to use of Federal documents.

2-20 Consult at regular intervals with [an advii^

] Counc i l] the Depository Library Council to the

Public Printer on matters related to depository

libraries, including the development of standards and bibliographic aids, changes in the

Sudocs classification system and the selection of materials for micropublication.

2-21 Collect, compile, analyze and [re port] publish

statistics on a regular basis.

2-22 Provide sufficient copies to fill claims for publications missing from depository shipments.

3. DESIGNATION OF NEW DEPOSITORY

LIBRARIES.

3-1 There may be up to two depositories in each

Congressional district to be designated by Representatives, two at large designated by Senators, and other depository libraries specifically

provided for in the depository law. See 44 U.S.C. 1905, 1906, 1907, 1908 and 1915.

The library shall be open [ for free use of] to the

general public for the free use of depository

publications, except as provided in 44 U.S.C. The library shall have the interest, resour and ability to provide custody of the docume

and public service.

[M i n i mum o i zc of li brary. ] The library should

posses at least [10,000 books] 15,000 titles other than government publications.

Not Used

[ Hours of serv i c e . Documents co ll ections shou l d-

•fee] The library should be prepared to keep its documents collections open the same hours as other major parts of the library, when the li- brary is open for full range of services.

3-7 [Whe n there i s a vacancy i n a Congress i ona l d i s- tr i ct, the fact shou l d be made known to the

stat e li brary authority, the stat e profe ss i ona l assoc i at i ons and the depositories wi th i n the

reg i on. ] When a new vacancy occurs through re- districting or by the resignation or deletion of an existing depository, this fact should be made

known by the Superintendent of Documents to the state library authority, the regional depository, if any, and the state professional associations. 3-8 Eligible libraries shall apply to the state library

authority for evaluation and recommendation.

The library [must] should be prepared to offer

statistics on the size and character of its i

[ lection, population served, budget, and if an academic library, the size of the student body,

and need for research materials.

3-2

3-3

3-4

3-5

3-6
3-9 The evaluation [must-] should relate to commu-

)

nity Interests and indicate staff, space and

budget to be allocated to the collection and the

number, scope and character of the items to be

selected. The state library authority [shall con- su l t wi th the l ibrarians of other d e pos i tori es i n the Congressional District and] after consulting

with other libraries, the regional depository, if any, and representatives from the professional

associations, v/ill make a recommendation

based on location in relation to other depositories, the need for an additional depository and

the ability of the library to provide custody and

service.

3-10 Libraries of independent agencies and additional libraries in executive departments may be

designated depositories upon certification of need according to the provisions of 44 U.S.C. 1907.

4. COLLECTIONS.

4-1 Each depository library should maintain a basic

[reference] collection available for immediate

use consisting of all titles in Appendix A (at- tached).

-2 Each library [mil] should acquire and maintain

the basic catalogs, guides and indexes, retro- spective and current, considered essential to the reference use of the collection. This should

include selected non-governmental reference

tools (Appendix B, to be compiled).

4-3 Each deository [-wUJ-] should select frequently

used and potentially useful materials appropriate to the objectives of the library.

4-4 Each depository [will] should select materials

responsive to the needs of the users in the Congressional district it serves. 4-5 Selection of at least 25% of the available Item Numbers on the Classified List is suggested as

the minimum number necessary to undertake

the role of depository library. A prospective de- pository intending to select fewer than 25%

should provide additional justification for its designation as a depository.

4-6 Depository libraries should coordinate selec- tions with other depositories in the district to insure adequate coverage within the area.

ORGANIZATION OF COLLECTION.

The library [-w+44-] should check all daily shipping

lists to insure that items selected are received,

and if not, promptly claimed.

5-2 Each publication in the shipment should be

5-3

5-4

5-5

5-5

5-7

5-8

5-9

6.6-1

6-2

6-3

6-4

6-5

6-6

6-7

6-8

marked [wi th the word "deposi tory" and t he

struct i ons to Deposi tory Li bra ri es, Rev i sed Ju l y

197'1. ] to distinguish it from publications re- ceived from other sources. Each publication

should be marked with the date of the shipping

list or the date of receipt.

The library [-W444-] should record its accessions.

The minimum record for a depository library

should [be a she l f li st wh i ch shows] show the li- brary's holdings and the call numbers or loca- tions where they may be found.

A [standard-] method of classification [system]

should be adopted for precise identification and

location of materials requested by library users. The method of classification adopted shall be

optional with the library; however, it is [ recom^

mended] suggested that libraries which inte- grate their documents should maintain a shelf

list by Sudocs number showing disposition of the publication.

[A«y] Whenever possible documents should be

available for public use within 10 days after re- ceipt; they should be retrievable even if cataloging information is not yet available.

The library should maintain statistics of the col- lection, needed for the Biennial Survey.

The library will retain one set of item cards.

MAINTENANCE OF THE COLLECTION.

Collections should be maintained in as good

physical condition as other library materials, in- cluding binding when desirable.

Not Used

Not Used

Lost materials should be replaced if possible.

Unneeded publications should be made avail- able to other libraries. libraries served by a regional depository

may withdraw publications [ should be] retained

for a period of at least five years [before re- quest i ng] after securing permission from the

regional library for disposal within the provisions of 44 U.S.C. 1912.

Depository libraries within executive departments and independent agencies may dispose

of unwanted Government publications after first offering them to the Library of Congress and the

Archivist of the United States, within the provisions of 44 U.S.C. 1907.

The provisions of 44 U.S.C. 1911, disposal of unwanted publications, do not apply to libraries of the highest appellate courts of the states.

3
6-9 Superseded material should be withdrawn ac- cording to Instructions to Depository Libraries

(latest edition).

6-10 Government publications should be protected

from unlawful removal as are other parts of the

library's collections.

7. STAFFING.

7-1 One person [sha ll ] should be designated by the

library to coordinate activities and to act as

liaison with the Superintendent of Documents

in all matters relating to depository libraries. 7-2 This person [sha ll ] should be responsible for

a) selection, receipt and claiming of depository distributions

b) replies to correspondence and surveys

from the Superintendent of Documents.

c) interpret the depository program to the

[ Adm i nistrator] administrative level of the

library

d) performance and/or supervision of stated

aspects of service, or in an integrated col- lection, a knowledge of to whom responsibilities are delegated

(1) organization for use

(2) maintain records of the collection

(3) physical maintenance of the collec- tion

(4) establish withdrawal procedures

(5) maintain reader services

(6) promote use of collection

(7) prepare budgets

(8) submit reports.

7-3 The liaison person should be a professionally

qualified librarian with a minimum of two years

library experience.

7-4 The liaison person should be directly responsible to the administrative level of the library.

7-5 Additional professional staff should be added depending on the size and scope of the library and

the methods of organization of the collection.

7-6 Professional staff [w4f4] should be assisted by

support staff, [-ifl-a] A suggested proportion [-ef]

is 1 to 3, and no greater than 1 to 5. 7-7 Librarians and such support staff as indicated

by their responsibilities [wfl4] should keep up to date on new developments through participation

in professional societies, attendance at document workshops and professional readings.

SPACE STANDARDS.

-staftdaH=ds-f

-to ALA

8-1 Space for [4ti«] depository operations should bf^ of the same quality as other areas of the libratl.

It should be attractive, comfortable and have ac- ceptable levels of lighting, temperature, ventila- tion and noise control. It should be functional,

flexible and expandible.

8-2 The space should contain well planned areas for services provided, reference, circulation, loan

and other public service activities as well as adequate space for the processing of new materials and housing of the collection.

8-3 It should include private work areas for staff members and the administrator.

8-4 All parts of the collection should be readily ac- cesible, preferably open shelf, but in all circumstances, should be located so that materials

may be retrieved in a reasonable period of time.

8-5 If documents are maintained in a separate di- vision of the library, the space provided should

be conveniently located to encourage use of the

materials.

8-6 The library should abide by the recommended

standards for handicapped users. 8-7 Tables and/or carrels should be provided for in- library use of documents.

8-8 Microform readers and reader/printers for the

principal types of microforms should be pK

vided.

8-9 Microform storage should be located [-ifl-] con- venient to the documents area.

9. SERVICES TO USERS [ requiring government in- format i on is the ma i nobjective oi-the deposit^4y

system. ] 9-1 [The depository wil l be open to the public for

f4^^6e-u^e- of d epository pub li cat i ons. ] Depository

libraries shall make Government publications

available for the free use of the general public.

Highest appellate court libraries of the states are exempt from the provisions of 44 U.S.C. 1911.

9-2 In each depository library, there should be

recognized focal points or inquiries about gov- ernment publications. At this point it should be

possible to find out

a) resources in the collection, including specific titles b) located of wanted publications in the li- brary

c) answers to reference questions or a refer,- ral to a source or place where answers ci

be found

d) guidance on the use of the collection, in- cluding the principal available reference

4
sources, catalogs, abstracts, indexes and

other aids

e) availability of additional resources In the

region

f) assistance in borrowing documents from a regional or other libraries g) user privileges for other libraries, educational agencies, culturally deprived, disadvantaged, handicapped, retired users and

the community at large.

9-3 The library [-w+W-] should have the option of es- tablishing its own circulation policies for use of

depository materials outside the library.

9—4 The library [-vw+t-] should provide facilities for using materials within the library, including

copying facilities and equipment for reading

microforms.

9-5 The library [-wiU-] should publicize the depository

collection through displays and announcements

of significant new titles. 9-6 The library [-wtW-] should provide to all users [4h«

sam»] reference [a nd re sea-reh-sepvices offered

t o i ts norma l cl i ente l e] assistance with regard

to depository publications.

IVq

D

COOPERATION WITH THE GOVERNMENT

PRINTING OFFICE.

10-1 [Staff wi ll ] Depository library staff should familiarize themselves with the depository instructions and abide by their conditions.

10-2 Claims [mil] should be submitted within stated

time limits. 10-3 Depository library staff should use correct address when corresponding with the Government

Printing Office. 10-4 [ Pro mpt l y return a ll quest i ons , surveys su b

- mitted by th e Super i ntende nt of Docume nts. ] Questionnaires and surveys submitted by the

Superintendent of Documents to depository li- braries should be completed and returned

promptly.

11. INTERLIBRARY COOPERATION.

11-1 All depository libraries [wiU] should be considered as part of network of libraries consisting

of selective, regional, and national.

11-2 Selective depositories [mil] should cooperate in building up the collections of the regional depositories.

'—3 Selective depositories [-will] should cooperate

with the redistribution of documents not needed

in their own organizations.

1 1-4 All depository libraries [-wi4+] should cooperate in reporting to the Superintendent of Documents new Federal documents not listed in the Monthly

Catalog.

11—5 All depository libraries [wUI] should cooperate

in the development of tools for the identification

and location of documents in other libraries. 11-5 Depository libraries borrowing documents from

other libraries [mil] should verify biblographic

information as completely as possible.

11-7 All depository libraries [w+U-] should provide material on interlibrary loan at least for the regional depository.

11-8 All depository libraries [will provid e a reason^

ab l e numbe r of photocopi es on request] should

have a policy of providing photocopies of depository materials to other libraries no less

liberal than for regular library materials.

12. REGIONAL DEPOSITORY.

12-1 Eligibility to become a regional depository

library:

a) There may not be more than two regional

depositories in one state. A regional library

may serve two or more states, or regional status may be shared by more than one

libra ry. b) A regional library must be an existing

depository.

c) A regional depository should be conveniently located to serve the largest number of [p eop l e] libraries possible.

d) The library selected for regional status should have an adequate retrospective col- lection, space, personnel and a continuing

basis of financial support sufficient to fulfill the obligations of a regional depository.

e) The selection of a regional depository

should be agreed upon by the state library

authority and [ai^ a majority of depository

libraries within the region.

f) Designation of the regional must be made

by one of the U.S. Senators of the state. 12—2 Obligations of regional libraries are to a) receive and maintain permanently all Federal government publications in either

printed or microform as provided in the de- pository instructions

b) attempt to complete their retrospective col- lections of major serials, annuals and other

research materials by means of gift, ex- change or purchase, including microforms

c) screen all lists of documents withdrawn

from selective depositories to insure their

5
future availability in the region

d) acquire additional copies where necessary

e) assist selective depositories with reference

questions, interlibrary loans and photocopies

f) grant permission to selective depositories to dispose of unwanted documents according

to the Instructions to Depository Libraries

(latest edition)

g) provide guidelines to selective depositories

for preparing disposal lists of unwanted

documents

h) contribute to the effectiveness of the de- pository network through workshops, train- ing sessions and consultive services within

their region.

12-3 The regional depository may autliorize the transfer of depository material within the state be- tween depositories to insure maximum use. Transfer of material is not to be regarded as

disposal.

12-4 The initial receiving depository library remains

accountable for the documents during the period

required by law.

Appendix A

Budget of the United States Government

Catalog of Federal Domestic Assistance

Census Bureau Catalog

Census of Housing (for State of Depository only)

Census of Population (for State of Depository only)

Code of Federal Regulations

Congressional Directory

Congressional District Data Book

Congressional Record

County-City Data Book

Federal Register

Historical Statistics of the United States Monthly Catalog

Numerical Lists and Schedule of Volumes

Publications Reference File Slip Laws (Public)

Statistical Abstract

Statutes at Large

Subject Bibliographies (S.B. Series)

Supreme Court Reports

United States Code

United States Government Manual

Weekly Compilation of Presidential Documents

6

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