SPECIAL SUPPLEMENT TO

highlights ^^(December 19i

Proposed Standards &Guidelines

PROPOSED

l>i)EPOSITORY LIBRARY SYSTEM

<^MINIMUM STANDARDS FOR THE

The objective of the depository library

system is to make U.S. Government publications readily accessible for use by the

general public and to insure their con- tinued availability in the future.

The

Depository

Library

Program

'he

Jpository

Library

MINIMUM STANDARDS

1. The Superintendent of Documents will be responsible for distribution of documents to depository libraries in accord- ance with the provisions of Title 44 of the

United States Code.

2. The Superintendent of Documents will provide a comprehensive system of catalogs, bibliographies and indexes to U.S. Government publications.

3. There should be at least one selective

depository accessible to the public in each

Congressional district. The designated

library shall have the interest, resources and ability to provide custody of the documents and public service. The library

must contain at least 10,000 books other

than government publications.

4. Each depository shall select and maintain a collection responsive to the needs

of the users in the geographic area it serves and promote their use by the general public.

5. The collection in a depository library

shall be organized to insure quick and

easy access by library users. The library

will promptly open shipments and claim

publications selected but not received.

Interlibrary

Cooperation

6. The collection shall be maintained in as good physical condition as the other

collections in the library. 7. Each depository library will assign

sufficient staff to select, organize and pro- vide reference service to the collection.

8. Each depository will provide sufficient space of a quality which conforms to ALA

standards for the type of library. 9. The depository will be open to the

public for free use of depository publications.

10. Each depository library will cooperate with the instructions issued by the

Superintendent of Documents, respond

promptly to the Biennial Survey and to other communications from the Public

Documents Office. 11. All depository libraries shall be con- sidered part of a national system to make

Government documents available.

12. All selective depositories should be

served by a regional depository. The re- gional depository libraries will retain at least one copy of all Government publications either in printed or microfacsimile

form (except those authorized to be dis- carded by the Superiiitendent of Documents) and within the region served

will provide interlibrary loan, reference

service, and assistance for depository

libraries in the disposal of unwanted

Government publications.

Submitted by

the Committee on Standards

Depository Library Council

To the Public Printer

1
PROPOSED GUIDELINES FOR THE

DEPOSITORY LIBRARY SYSTEM

1. Objectives of the Depository Library System

1-1 The purpose of depository libraries is to make

U.S. Government publications easily accessible

to users and to insure their continued avail- ability in the future. § 1-2

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.

* 2-2

2-3 Provide all numbers of series in the List of Classes of United States Government Publications Available for Selection by Depository

Libraries, including those numbers not printed

at the Government Printing Office. (See also

proposed changes l.b.)

2-4 Actively gather and distribute in paper or microformat all unrestricted Federal publications of reference value not printed at the Government

Printing Office. 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 with each day's shipment of depository selections.

2-8 Supply forms for claiming.

2-9 Offer choice of format, paper, microform or other format; however, the GPO 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 comprehensive system of catalogs,

bibliographies and indexes to Federal publications. (See Proposed changes 2 b, 11/7/74)

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 library to become the National Depository Library.

2-14 Issue instructions for the selection, claiming,

retention, withdrawal and other activities re- lated to depository libraries.

§ Reserved for new material

* Deleted. See proposed changes 1 1 /7/74 § 1 a

2-15 Provide additional funds for the evaluation of depository libraries through questionnaire/' surveys, and inspections at intervals con

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

investigate unsatisfactory conditions in de- pository libraries by personal visits. (See Pro- posed changes l.c, 11/7/74)

2-17 Provide written notice to a library about un- satisfactory 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 with an Advisory Council on matters

related to depository libraries, including the

development of standards.

2-21 Collect, compile, analyze and report statistics on a regular basis.

§ 2-22

3. Designation of new depository libraries 3-1 There may be up to two depositories in each

Congressional district, designated by reprr'

sentatives, two at large designated by Senator,

and other depository libraries specifically pro- vided for in the depository law. 3-2 The library shall be open for free use of the

general public, except as provided in U.S. Code,

Title 44.

3-3 The library shall have the interest, resources and ability to provide custody of the documents

and public service.

3-4 Minimum size of library. The library should

possess at least 10,000 books other than gov- ernment publications. (See Proposed changes

3.b 11/7/74)

* 3-5

3-6 Hours of service. Documents collections should

be open the same hours as other major parts of the library, when the library is open for full range of services.

3-7 When there is a vacancy in a Congressional

district, the fact should be made known to the

state library authority, the state professional

associations and the depositories within the

region.

3-8 Eligible libraries shall apply to the state library

authority for evaluation and recommendatioF

The library must be prepared to offer statistil on the size and character of its collection,

§ Reserved for new material

Deleted
population served, budget, and if an academic

]^ library, the size of the student body, and need

j' for research materials.

3-9 The evaluation must relate to community in- terests 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 consult with

the librarians of other depositories in the Congressional District and the regional depository,

if any, representatives from the professional

association will 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. (See Proposed changes 3. a 11/7/74)

§ 3-10

4. Collections

4-1 Each depository library should maintain a basic

reference collection available for immediate

use consisting of all titles in Appendix A

(attached).

4-2 Each library will acquire and maintain the basic

catalogs, guides and indexes, retrospective and

current, considered essential to the reference use of the collection. This should include se-

' \ lected non-governmental reference tools. (Appendix B, to be compiled).

4-3 Each depository will select frequently used and

potentially useful materials appropriate to the

objectives of the library.

4-4 Each depository will select materials responsive to the needs of the users in the Congressional district it serves. (See Proposed

changes 4.6, 11/7/74)

4-5 Selection of at least 25% of the available items on the Classified List is suggested as the minimum number necessary to undertake the role of depository library. (See Proposed changes

4.a, 11/7/74)

4-6 Coordinate selections with other depositories

in the district. § 4-7

5. Organization of collection.

5- 1 The library will 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

marked with the wcrd "depository" and the

date of the Shipping List according to the

Instructions to Depository Libraries, Revised

X July 1974.

/ 5-3 The library will record its accessions.

5-4 The minimum record for a depository library

§ Reserved for new material

* Deleted

should be a shelf list which shows the library's

holdings and the call numbers or locations

where they may be found.

5-5 A standard classification system should be

adopted for precise identification and location

of materials requested by library users. 5-6 The classification adopted shall be optional

with library; however, it is recommended that

libraries which integrate their documents

should maintain a shelf list by Sudocs number

showing disposition of the publication.

5-7 Any document should be available for public use within 10 days after receipt.

5-8 Maintain statistics of the collection, needed for the Biennial Survey.

§ 5-9

6. Maintenance of the collection. 6-1 Collections should be maintained in good

physical condition as other library materials.

* 6-2

* 6-3

6-4 Lost materials should be replaced if possible.

6-5 Unneeded publications should be made avail- able to other libraries. 6-6 All publications should be retained for a period

of at least five years before requesting per- mission from the regional library for disposal.

§ 6-7

7. Staffing

7-1 One person shall be designated by the library to coordinate activities and to act as liaison with the Superintendent cf Documents in all matters relating to depository libraries. 7-2 This person shall be responsible for

a) selection, receipt and claiming of depository distributions

b) replies to correspondence and surveys

from the Public Documents Department

c) interpret the depository program to the

Administrator 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 collection

(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

§ Reserved for new material

3
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 will be assisted by support

staff in a proportion of 1 to 3, and no greater

than 1 to 5. 7-7 Librarians and such support staff as indicated

by their responsibilities will keep up to date on new developments through participation in pro- fessional societies, attendance at document

workshops and professional readings.

§ 7-8

8. Space standards shall conform to ALA standards for type of library.

8- 1 Space for the depository operation should be

of the same quality as other areas of the li- brary. It should be attractive, comfortable and

have acceptable levels of lighting, temperature,

ventilation and noise control. It should be functional, flexible and expansible.

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- cessible, preferably open shelf, but in all cir- cumstances, should be located so that materials may be retrieved in a reasonable period

of time.

8-5 If documents are maintained in a separate

division 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 pro- vided.

8-9 Microform storage should be located in the

documents area. § 8-10

9. Services to users requiring government infor- mation is the main objective of the depository

system.

§ Reserved for new material

9-1 The depository will be open to the public for free use of depository publications.

9-2 In each depository library, there should be

recognized focal points for inquiries about

government publications. At this point it should

be possible to find out:

a) Resources in the collection, including specific titles. b) Location of wanted publications in the

Library.

c) Answers to reference questions or a referral to a source or place where answers can

be found.

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

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, dis- advantaged, handicapped, retired users and the community at large.

9-3 The library will have the option of establishing

circulation policies for use of materials outside

the library.

' 9-4 The library will provide facilities for using materials within the library, including copying fa- cilities and equipment for reading microforms.

9-5 The library will publicize the depository collec- tion through displays and announcements of significant new titles. 9-6 The library will provide to all users the same

reference and research services offered to its normal clientele. § 9-7

10. Cooperation with the GPO.

10-1 Staff will familiarize themselves with the de- pository instructions and abide by their conditions. 10-2 Claims will be submitted within stated time

limits. 10-3 Use correct address when corresponding with

the GPO.

10-4 Promptly return all questions, surveys submitted by the Superintendent of Documents.

§10-5

11. Interlibrary Cooperation.

1 1- 1 All depository libraries will be considered as part

of a network of libraries consisting of selective,

regional, and national. (See Proposed Changes ( 11. a, 11/7/74)

4
11-2 Selective depositories will cooperate in build- ing up the collections of the regional depositories. 11-3 Selective depositories will cooperate with the

redistribution of documents not needed in their own organizations.

11-4 All depository libraries will cooperate in re- porting to the Superintendent of Documents new Federal documents not listed in the

Monthly Catalog.

11-5 All depository libraries will cooperate in the

development of tools for the identification and

location of documents in other libraries.

1 1-6 Depository libraries borrowing documents from

other libraries will verify bibliographic information as completely as possible.

1 1-7 All depository libraries will provide material on

interlibrary loan at least for the regional

depository. (See Proposed Changes ll.b,

11/7/74)

11-8 All depository libraries will provide a reason- able number of photocopies on request.

§11-9

12. Regional depository.

12-1 Eligibility to become a regional depository

library.

a) There may be not 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

library. (See Proposed changes 12.a-b,

11/7/74)

b) A regional library must be an existing depository.

c) A regional depository should be conveniently located to serve the largest number of people 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 all depository libraries within

the region.

12-2 Obligations of regional libraries. a) Receive and maintain permanently all Federal government publications in either

printed or microform as provided in the

depository instructions.

b) Attempt to complete their retrospective

collections of major serials, annuals and

other research materials by means of gift,

§12-3

exchange or purchase, including microforms.

c) Screen all lists of documents withdrawn

from selective depositories to insure their

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.

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.

Appendix A

Budget of the United States 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

Monthly Catalog

Numerical Lists of Schedules of Volumes

Slip Laws (public)

Statistical Abstract

Statutes at Large

Subject Bibliographies

Supreme Court Reports

United States Code

United States Government Organization Manual

Weekly Compilation of Presidential Documents

Proposed Changes to the

Minimum Standards and Guidelines for the

Depository Library System Which Require

Legislative and Administrative Action.

(Numbers correspond to standards numbers.)

1. Distribution of Documents

a) The number of copies of GPO imprints purchased

for distribution to depository libraries is equal to the

§ Reserved for new material

5
number of libraries which select that Item from the List of Classes ... (44 U.S. Code 1903). Most regional

depositories are large libraries serving large numbers of

library users on-site as well as providing interlibrary loan

service to selective depositories within the region. It is recommended that regional depositories be entitled to a second copy, either in microform or paper copy, if desired.

b) The cost of printing and binding of non-GPO publications is borne by the components responsible for their issuance (44 U.S. Code 1903). The Committee feels

this restricts their availability to the depository program.

It is recommended that appropriations be provided to enable the Superintendent of Documents to obtain non- GPO government publications.

c) The Superintendent of Documents is charged with

the responsibility of investigating depositories. (44 U.S. Code 1909.) It is recommended that the Superintendent

of Documents should receive adequate funding to con- duct an inspection program of depository libraries biennially.

2. Catalogs, bibliographies and indexes to U.S. Government Publications

a) Bibliographic tools cited in Title 44 include a Comprehensive Index (44 U.S. Code 1710), a Consolidated

Index to congressional publications (44 U.S. Code

1710), a Catalog of Government Publications (44 U.S. Code 1711), and a Classified List (44 U.S. Code 1904).

b) The comprehensive index referred to in section

1710 was the Document Catalog which ceased with the

1940 coverage, and to some extent was replaced by the

reorganized Monthly Catalog. It is recommended that

financial support be given to the Superintendent of Documents to increase the coverage in the Monthly

Catalog, improve the indexing, provide periodic cumulations and speed up publication, thereof.

3. Designation of Depository Libraries

a) It is possible for a new depository to be designated by a Congressman or Senator without the knowledge of the regional depository, which may be in the best

position to know if there is a need for an additional depository and where it should be located. It is recom- mended that 44 U.S. Code 1905 include the words and

head of the library authority of the state and the heads

of the regional depositories, if any.

b) The law specifies that a library must contain

10,000 books other than government publications to be

a depository library. The Committee considers a library

of this size to have insufficient resources to support a depository library. The term "book" is misleading, since

it could indicate multiple copies of the same book. The

Committee recommends 25,000 titles other than gov- ernment publications as the basic minimum size to be

eligible to become a depository library.

Collections

a) Appropriations may not be used to supply depository libraries documents, books, or other items not re- quested by them (44 U.S. Code 1913). This restriction tends to nullify the intent of the depository law which

is to make government publications available to the public. The law implies needs beyond those of the individual

institution which serves as the depository. For example,

a law library occupying a depository designation may be

interested in acquiring only legal materials. Library users

in the area may need access to other materials, such as

the Census.

b) The present law makes no requirements as to number or type of document selected by the individual

depository. While recognizing that to receive all depository items would place an undue burden on the small

library, the Committee believes that it is reasonable to require a depository to accept a minimum of the selec- tions available to depositories. This would include a basic

list, revised annually, recommended by the committee of depository librarians and additional titles selected by

the depository to satisfy the needs of the community.

5-10. These standards refer to custody and serve for depository materials. They are covered in general terms

in 44 U.S. Code 1909 and specifically in Instructions t Depositories (July 1, 1974).

11. National System

At present this system consists of selective depositories and regional depositories. It is recommended that

provision should be made for a National Depository Li- brary at the head of the system. In the January 22, 1974,

report of the ALA Ad Hoc Committee on the Depository

Library System, 8 of 9 recommendations refer to a National Depository Library.

12. Regional Depositories

a) Only 38 States are served by one or more regional

depositories. Regional status is voluntary. Selective de- positories not served by a regional depository are unable

to discard unwanted documents, or to depend on a re- gional for reference questions, interlibrary loan, photoduplication or assistance in the organization of their

collections. The Superintendent of Documents lacks the

assistance of the regional librarian for information about

conditions of local depositories or for participating in in- spections and their followup.

b) To assure the regional depositories are better able

to serve selective depositories, it is recommended that

limited financial support be sought to defray direct cost*' incurred by a regional depository for responsibilitit

beyond those of a selective depository.

Number 12 GP 3.27:13

6 GPO 900 075