Designation Handbook for

Federal Depository Libraries

U.S. Government Printing Office

Superintendent of Documents

Library Programs Service

Washington, DC 20401 1995
United States

Government Printing Office

Michael F. DiMario, Public Printer

Superintendent of Documents

Wayne P. Kelley

Superintendent of Documents

Classification Number:

GP 3.29:D 44/3
Designation Handbook for

Federal Depository Libraries

U.S. Government Printing Office

Superintendent of Documents

Library Programs Service

Washington, DC 20401

1995
Table of Contents

Preface

.

. iv

I. Introduction 1

II. Designators 2

III. Permanency of Depository Status 4

IV. Character; Successful Depositories 5

V. Questions for Designators and Library

Administrators 6

VI. Designation Procedure for Libraries Seeking

Depository Status from a Member of Congress . . 7

VII. Designation Procedure for Libraries Eligible for

By-Law Status 10

VIII. Designation Procedure for Federal Agency

Libraries 13

IX. Procedures for Senators, Representatives, and Other

Government Officials Acting as Designators ... 15

X. Sample Letters and Forms 17

Letter from Library to Member of Congress

Applying for Designation 18

Letter from Other Depository in District to

Member of Congress Supporting Designation 21

li
Letter from State Librarian Approving

Designation . . . . 22

Letter from Regional Librarian to Member of

Congress Supporting Designation 24

Designation Letter from Member of Congress

to Superintendent of Documents 26

Letter from Head of Federal Agency Applying

for Designation and Certifying Need 28

Letter from Superintendent of Documents to

Library Plus Acceptance Letters and Forms 30

XL Depository Checklist 38

XII. Supporting Technical Publications 41

Accompanying Material:

A Directory of U.S. Government Depository Libraries

Guidelines for the Depository Library System

Instructions to Depository Libraries

List of Regional Librarians

List of State Librarians

Minimum Technical Requirements for Federal

Depository Libraries

• • • in
Preface

This handbook outlines the steps necessary to initiate, carry

through, and conclude the designation process. Its intended

audience is library administrators seeking depository status

and Federal Government officials, including Senators and

Representatives, involved in the designating process.

The handbook consolidates three previous publications:

How To Be Designated a Federal Depository Library:

A Handbook for Library Administrators Seeking

Federal Depository Library Designation;

The Designation Procedure for Federal Agency

Depository Libraries: A Handbook for Federal

Agency Officials Who Are Seeking Federal

Depository Library Designation;

and

The Designation Procedure for Federal Depository

Libraries: A Handbook for Senators, Representatives,

and Other Officials Who Are Empowered to Designate

Federal Depository Libraries.

iv
Designation Handbook for

Federal Depository Libraries

I. Introduction

The Federal Depository Library Program originated in the

early 1800's when a joint resolution of Congress directed

that additional copies of the House and Senate Journals and

other documents be printed and distributed to institutions

outside the Federal establishment.

From that small beginning, the Federal Depository Library

Program has grown into a system of close to 1400 Federal

depository libraries. Depository libraries are public,

academic, or other types of libraries which are designated

by Members of Congress or by law as official depositories.

With few exceptions, all congressional districts and

territories of the United States have at least one Federal

depository library.

These libraries serve as the primary source for Government

information to the people of these areas. Local business

people, researchers, students, and many other Americans

depend on the Federal Depository Library Program for

important Government information. An effective Federal

depository library can noticeably enhance the economy and

the quality of life in its local area. Therefore, the decision

as to which library is granted depository library status is

very important.

1
II. Designators

Most libraries receive Federal depository status through

designation by an elected or appointed Federal official. A

small number of libraries, called "by-law" depositories,

receive depository status through special provisions of Title

44, United States Code.

Each congressional district may have two depository

libraries designated by a U.S. Representative. In addition,

each State may have two depository libraries designated by

each U.S. Senator.

Designations are subject to the libraries meeting the

requirements for depository library status as listed in

Chapter 19, Title 44, United States Code and the

availability of vacancies in the area the official represents.

Public Printer

The Public Printer designates libraries of land grant

colleges; the library of the highest appellate court of a

State; State libraries, and libraries of accredited law

schools.

Superintendent of Documents

The Superintendent of Documents designates Federal

agency libraries.

2
Senators

Each U.S. Senator can designate up to two libraries, if

there are vacancies available in the Senator's State and

listed under his class. The Senator can designate a

depository in any section of the State. In designating

depositories, Senators usually consider the location of

previously designated libraries in an effort to strike a

geographic balance between the State's Federal depository

libraries.

Representatives

Each U.S. Representative can designate up to two libraries,

if there are vacancies in the Representative's congressional

district.

Territorial Governors

If vacancies exist, the Governors of both American Samoa

and Guam can designate one Federal depository library for

their respective territories. The Territorial Governor of the

Virgin Islands can designate two depositories if vacancies

exist in the Virgin Islands. One designation is reserved for

the island of St. Thomas; the second designation is reserved

for the island of St. Croix.

Mavor of the District of Columbia

The Mayor of the District of Columbia can designate two

libraries if there are vacancies within the District of

Columbia.

3
III. Permanency of Depository Status

Public officials who are empowered to designate Federal

depository libraries cannot remove or replace existing

depository libraries. Libraries can lose their depository

status only if they voluntarily relinquish it, or if the

Superintendent of Documents removes them from the list of

Federal depositories because they have failed to fulfill their

legal obligation under Title 44, United States Code.

It is therefore important for the designating official to

consider the long-term impact of designating a particular

library. The development of the library and the future

growth of the State and/or congressional district needs to be

considered when making a decision on whether or not to

designate a particular library.

4
IV. Characteristics of Successful Depositories

Successful depositories share the public service goals of the

Federal Depository Library Program. Public libraries,

State-supported academic institutions, and private academic

libraries which have demonstrated a strong commitment to

public service make excellent depositories.

Participation in the Federal Depository Library Program

entails a significant investment of financial, physical, and

personnel resources. Libraries voluntarily undertaking this

responsibility usually excel. Libraries that view depository

status as an opportunity to exploit a "free book program,"

or that have depository status thrust on them, often provide

marginal depository service.

Libraries collecting materials in a number of subject areas

that are of interest to the general public usually provide

superior public service. Libraries that are extremely

specialized in collection development and clientele can find

it difficult to coordinate a depository operation with a

highly specialized library.

Libraries located in areas of the State and/or congressional

district which have a large or growing population, and are

easily accessible from many surrounding communities,

make good candidates for designation.

5
V. Questions for Designators and Library

Administrators

Location

• Does the location of the library help or hinder public

access?

• Can it be easily reached by automobile and mass

transit?

• Is parking available?

Facilities

• Is the library large enough to successfully operate a

Federal depository?

• Is the library easily accessible to the physically

handicapped?

• Does the library have the proper equipment needed to

house and access Government documents?

Public Service Commitment

• Does the library administration fully appreciate the

responsibilities and costs of Federal depository status?

• Is the focus of the library wide enough to encompass

the variety of needs and interests generated by the

people of the surrounding area?

• Has the library demonstrated a commitment to public

service in the past?

6
VI. Designation Procedure for Libraries

Seeking Depository Status from a Member

of Congress

1 . Ascertain whether there is a Representative

vacancy for a depository in your congressional

district or a senatorial vacancy in your State by

checking A Directory of U.S. Government

Depository Libraries. Check also with the State's

regional depository librarian (or the State library if

there is no regional library in your state) to see if

there are any pending designations in your State.

You may also verify an existing vacancy by

contacting the Designation Specialist at the

following address:

Designation Specialist

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

(202) 512-1109

Fax: (202) 512-1432

2. Read the Guidelines for the Depository Library

System and the text of Chapter 19, Title 44,

United States Code, in the Joint Committee Print

entitled: A Directory of U.S. Government

Depository Libraries, Section I, Government

Depository Libraries. Review the Instructions to

Depository Libraries, which are the official rules

and regulations of the Federal Depository Library

Program.

3. Review the Depository Checklist (see page 38).

7
4. Contact the documents librarian at the nearest

depository. (If the nearest depository is within the

same congressional district, this will be especially

important.) Ask to review the Federal Depository

Library Manual. Ask the library directors of

neighboring Federal depositories about the benefits,

costs, and responsibilities of depository status.

5. If there is a vacancy, and if you feel that your library

can best meet all of the requirements and

responsibilities that go with Federal depository library

status, then contact the documents librarian at your

regional depository (or State library if there is no

regional) to inform them of your interest in becoming a

depository. GPO strongly recommends that prospective

libraries discuss the advantages, disadvantages,

workload, and responsibilities involved in being a

depository with the regional librarian.

6. Telephone the local office of your Representative or

Senator. Inform them that you are applying for the

vacancy. If the person to whom you speak is unaware

of the procedure, offer to have GPO send them further

information. Obtain the person's name as a contact for

future calls and correspondence.

7. Write a letter to the State librarian asking for an

evaluation and a letter of recommendation. This letter

should include justification for the designation. The

documents librarian at the State library should be

informed of your letter to the State librarian so that

he/she can assure timely action.

8
8. The State librarian will evaluate the application and will

consult with the regional librarian regarding the

application. After a favorable evaluation, the State

librarian will forward a copy of your letter, along with

the recommendation for the additional depository

library in the area, to the Senator or Representative.

9. The applying library will compose its formal

justification for designation as a depository library and

forward the letter to the Senator or Representative.

The Member of Congress will then enclose both the

State library's and applying library's letters along with

his/her request for depository designation to:

Superintendent of Documents

U.S. Government Printing Office (SD)

Washington, DC 20401

Further procedural questions should be directed to:

Chief, Depository Services

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

(202) 512-1119

Fax: (202) 512-1432

9
VII. Designation Procedure for Libraries

Eligible for By-Law Status

Libraries eligible for by-law status include:

• land grant colleges;

• the library of the highest appellate court of a State;

• State libraries, and

• libraries of accredited law schools.

If the library is eligible for by-law status as a depository,

but is currently filling a slot reserved for a Representative

or senatorial designation, the library can switch to a by-law

designation. This would not disrupt GPO's service to the

depository, but it would free the Representative or

senatorial designation for another library.

1 . Read the Guidelines for the Depository Library

System and the text of Chapter 19, Title 44,

United States Code in the Joint Committee Print

entitled: A Directory of U.S. Government

Depository Libraries, Section I, Government

Depository Libraries. Review the Instructions to

Depository Libraries, which are the official rules

and regulations of the Federal Depository Library

Program.

2. Review the Depository Checklist (see page 38).

10
3. Contact the documents librarian at the nearest

depository. (If the nearest depository is within the

same congressional district, this will be especially

important).

Ask to review the Federal Depository Library

Manual. Ask the library directors of neighboring

Federal depositories about the benefits, costs, and

responsibilities of depository status.

4. If you feel that your library can meet all of the

requirements and responsibilities that go with

Federal depository library status, then send a letter

to the Office of the Public Printer requesting that

depository status be granted to your library. The

letter should be sent to the following address:

Public Printer

U.S. Government Printing Office (P)

Washington, DC 20401

5. Along with the request for by-law status, the

library needs to supply additional information

certifying its eligibility for status under Title 44,

United States Code. The letter to the Public

Printer should supply this information.

Land grant colleges, highest appellate State court

libraries and State libraries must state under which

provision of Title 44, United States Code they

claim eligibility. If there is any question as to the

library's eligibility, then this question must be

resolved before a request for status is made.

11
A law school library must certify that it is

accredited and supply the name of the accrediting

body in its letter to the Public Printer.

6. The Government Printing Office will notify the

library once the complete application package has

been received and is undergoing review by the

Public Printer.

Further procedural questions should be directed to:

Chief, Depository Services

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

(202) 512-1119

Fax: (202) 512-1432

12
VIIL Designation Procedure for Federal Agency

Libraries

Federal agency libraries eligible for depository status

include:

• service academy libraries;

• the major library of independent Federal agencies;

• the library of major bureaus or divisions of Federal

departments.

The Superintendent of Documents acts as the designator for

Federal agency depository libraries. Most designations are

initiated by the library requesting status. Federal agency

library staff should present their request to the head of their

agency, who will then present a formal certification of need

to the Superintendent of Documents.

This letter of justification should address the library's

eligibility for depository status, the library's unique

qualifications for status, and the library's commitment to the

goals of the Federal Depository Library Program. The

letter should be sent to the following address:

Superintendent of Documents

U.S. Government Printing Office (SD)

Washington, DC 20401

The Superintendent of Documents will evaluate the

application. The evaluation will focus on such areas as

commitment to serving the public; staff, space, and budget

to be allocated to the depository collection; and the number,

scope, and character of the items to be selected.

13
The evaluation will include an analysis of the need for an

additional depository library and the ability of the library to

provide custody and service.

Federal agency libraries must meet all the requirements of

the Federal Depository Library Program. The most

important of these requirements is accessibility of the

depository collection to the public at large.

As stated in the Instructions to Depository Libraries, by

accepting designation, a library agrees "to abide fully by the

law and regulations governing officially designated Federal

Depository Libraries." Further, "Free access to the

resources of the documents collection by the general public

is a fundamental obligation that all Federal Depository

Libraries share (except for the highest State Appellate Court

libraries)."

If the Superintendent of Documents determines that the

library is eligible for status, the library will be sent

"Acceptance of Designation" forms. When these are

completed, signed, and returned to the Government Printing

Office, the library will be notified of its acceptance. The

library is then immediately placed on the list of Federal

depository libraries. Any procedural questions should be

directed to:

Chief, Depository Services

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

(202) 512-1119

Fax: (202) 512-1432

14
IX. Procedures for Senators, Representatives,

and Other Government Officials

Designating a Federal Depository Library

Although the designating official may solicit requests for

designation, most designations are initiated by the library

requesting status. The library applying for status must

submit a formal justification for designation as a depository

library. This letter of justification should address the

library's eligibility for depository status, the library's

unique qualifications for status, and the library's

commitment to the goals of the Federal Depository Library

Program (see example on page 18).

Libraries requesting depository status must apply to their

State library agency for an evaluation and recommendation.

The State library agency will evaluate the candidate

library's commitment to serving community 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.

Libraries in the District of Columbia, American Samoa,

Guam, and the Virgin Islands do not have to apply to a

State library agency.

The State library agency, after consulting with other

libraries and the local regional depository, if any, will make

a recommendation to the Senator or Representative based

on the location of the candidate in relation to other

depositories, the need for an additional depository, and the

ability of the library to provide custody and service.

15
The State library agency will send its recommendation letter

to the Senator or Representative. Other libraries (including

the Regional) and individuals may also submit letters in

support of the candidate. The Senator or Representative

should appoint one staff person as the contact person. This

individual, usually at the Member's local office, coordinates

the various letters and informs the Representative or

Senator when all the letters have been received. After all

the letters have been received, the Senator or Representative

decides whether or not to award designation to a candidate

library.

Once the designating official has decided on a library to be

designated, a letter is sent by the official to the

Superintendent of Documents (see example on page 26).

This letter should be accompanied by any letters, especially

the State library agency's, which support the designation.

These materials should be sent to the following address:

Superintendent of Documents (SD)

U.S. Government Printing Office

Washington, DC 20401

If the library is eligible for status, the candidate will be

sent "Acceptance of Designation" forms. When these are

completed, signed, and returned to the Government Printing

Office, the library will be notified of its acceptance.

Notification letters will also be sent to the designating

official, the State library agency, and the Regional library

(if applicable). The library is then immediately placed on

the list of Federal depository libraries. Any procedural

questions should be directed to:

16
Chief, Depository Services

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

(202) 512-1119

Fax: (202) 512-1432

X. Sample Letters and Forms

The following sample letters are copies of letters that have

been used to support past designations. The name of the

library and other specific information on that library have

been removed.

These sample letters are included merely to give some

guidance on the type of arguments usually given in

designation requests. They should not be used as form

letters. The library requesting designation need not have

letters of support from other depositories or from the

regional library, but a letter from the regional library is

often sent.

17
Letter from Library to Member of Congress Applying

for Designation

The Honorable

(address)

Dear

The Library hereby applies for the vacant

depository library designation in the U.S.

Congressional District of (State). We believe we can

provide a service not now available to the residents of

(town) in the U.S. Congressional District. No (type)

library is currently a depository in the area. The one

library that has depository status in the district is some

distance from (local area) and residents of our service area

lack convenient access to this library.

The Library is uniquely suited to serve the

U.S. Congressional District as a Federal depository library.

The Library has just undergone a major building program.

Substantial amounts of quality space would be available for

a depository operation. The library is situated in an easily

accessible site along major transportation routes. The

library's service area includes a significant proportion of the

population in its U.S. congressional district. As a (type)

library, the library is freely accessible to all members of the

general public.

The Library is a member of the (group), a 70-

member consortium. Residents of all communities within

(region) may both use and borrow materials from our

library. By placing the depository operation in the

Library, the entire consortium would benefit. We have

consulted with a number of depositories in similar consortia

in an effort to determine how best to use depository status

to benefit all users of the consortium's libraries.

18
The Library, with a collection of 200,000 volumes

and a $70,000 book budget, presently serves students, the

general public, and our business community with numerous

documents. We are committed to expanding our

government documents service, particularly in areas that

would serve our business community. Becoming a

depository would allow us to substantially increase our

service without substantially increasing our costs. Funds

currently spent to purchase Government documents could be

spent on commercial publications that would enhance the

documents collection.

Our library is housed in a modern, easily accessible

building, part of the Civic Center complex. Ample

parking, convenient handicapped access ramps and onefloor design make the library attractive for public use. The

library is open seven days a week for a total of 80 hours.

The library provides proper housing for its materials and

comfortable surroundings for persons doing research. It

has a community meeting room and in the past year has

hosted programs on tax assistance, community development,

and many other areas of interest in dealing with

Government-related materials. Our quest for designation

has the full support of the local Chamber of Commerce, the

City Government, and numerous civic groups.

The library maintains a good public relations program,

informing the public of its services through regular news

releases to the local newspapers, as well as on its own cable

television channel within the city. We have an excellent

reputation for the quality of our staff and its service, and

we will be supported by our City Government in this

endeavor.

19
Our head Reference Librarian, (name of librarian), will be

in charge of the depository collection. This librarian has a

Master's degree in Library Science. We intend to maintain

memberships in a number of professional groups relating to

Government documents in order to remain current in the

ever changing Government documents field.

We have read the Guidelines for the Depository Library

System and the Instructions to Depository Libraries. We

can comply with all the rules and regulations governing

Federal depository libraries. We have consulted with our

regional depository, (name of regional library); the (name)

State Library; and the other depository in the U.S.

Congressional District of (state), (name of other library).

You can expect letters of endorsement from them, following

their receipt of copies of this letter. We will be happy to

supply you with any additional information you may need,

and hope you will recommend us to serve as the second

depository of the U.S. Congressional District of (state).

Sincerely,

(name)

(title)

(address & phone number)

20
Letter from Other Depository in District to Member of

Congress Supporting Designation

The Honorable

(address)

Dear :

The (name of previously designated library) wishes to

concur with the request of the Library for

designation as a United States Federal depository.

The Library seems well equipped to handle the

responsibilities and the challenges that come with depository

status. The library would serve an area of the

congressional district that is growing rapidly. It has a good

reputation for public service and outreach. The library has

anticipated the future needs of the depository operation.

It is clearly evident that the designation of Library

as a Federal depository library would insure that service is

provided to many deserving residents in the U.S.

Congressional District of (state) who do not currently have

easy access to a documents collection.

If I can be of further assistance please contact me.

Sincerely,

(name of library director)

(title)

21
Letter from State Librarian Approving Designation

The Honorable

(address)

Dear :

I understand that the Library is interested in being

designated as a Federal documents depository. It is also my

understanding that you have one available designation which

could be used for this purpose. As you know, the State

library is required to make recommendations to members of

Congress within the State.

Since the choice of a depository will affect depository

services for years to come, the State library has taken this

responsibility very seriously. I have carefully reviewed the

arguments presented to me by the Library, by the

depository already located in your district, and by the

regional librarian.

It is with great pleasure that I recommend that you

designate the Library as a Federal depository

library.

In recent years the Library has greatly expanded

their services and staff. In fact, they have recently opened

a magnificent new building which would be an appropriate

site for housing Federal documents. As you know, the

(local) community is rapidly expanding and location of a

Federal depository at the Library would not only

serve people within the local area, but a number of

surrounding communities on the eastern plains.

22
I believe the Library understands the

responsibilities of a Federal depository library. The

library's administration and staff seem fully committed to

providing superior public service to all members of the

general public.

Should you have any questions or need further

documentation regarding justification for designating the

Library as a depository, please do not hesitate to

contact me.

Sincerely,

(name of State Librarian)

(title) |;

-

". ,s yf . ^

<J

;V/'. ;

'

(address and phone number)

23
Letter from Regional Depository to Member of

Congress Supporting Designation

The Honorable

(address)

Dear ;

The (regional library) wishes to concur with the request of

the Library for designation as a United States

Federal depository.

As you know, your district covers a large area of the State

and there is currently no depository easily accessible to

residents in the eastern half of the district. As the State's

regional Federal depository library, we have gotten a

number of referral and interlibrary loan requests from the

Library. This activity indicates a great deal of

interest in Government documents from that area of the

State.

I have talked to Library personnel about the

responsibilities and costs of a Federal depository operation.

The library's administration seems to be fully committed to

the goals of the Federal Depository Library Program.

The location of the Library would give good

geographic balance for the depositories in your district.

The designation of Library would provide a

high level of public service to the citizens in the eastern half

of your district.

24
Its facilities, its location, and its commitment to public

service combine to make the Library a superior

candidate for Federal depository library designation.

Sincerely,

(name of regional librarian)

(title)

(address and phone number)

25
Designation Letter from Member of Congress to the

Superintendent of Documents

Superintendent of Documents

U.S. Government Printing Office (SD)

Washington, DC 20401

Dear

I have received the enclosed letter from the librarian at

Library requesting the vacant Federal depository

library designation in the __U.S. Congressional District of

(State).

The librarian's letter contains a number of good arguments

for the Library being designated a Federal

depository library. The candidacy of the Library

was endorsed by the State library and recommended by the

State's regional Federal depository library. In addition, I

have received a number of letters supporting the designation

of the Library as a depository from various

interested parties.

After careful review of the arguments presented on behalf

of the Library, I feel confident that the

Library is the best qualified candidate to fill the vacancy in

my district. Its commitment to meeting the Government

information needs of the people of (local area) has been

demonstrated in the past and I feel that the library will be

able to meet the public service goals of the Federal

Depository Library Program for some time to come.

26
I am therefore pleased to designate the Library

as a Federal depository library. Please keep me informed

on the progress of this designation by contacting my (local)

office.

Thank you for your attention to this matter.

Sincerely,

(Member of Congress)

27
Letter from Head of Agency Applying for Designation

and Certifying Need

Superintendent of Documents

U.S. Government Printing Office (SD)

Washington, DC 20401

Dear :

I wish to apply for depository library status for the U.S.

Department of , Library,

located at (address). No other library in the Department of

has depository library status.

The mission of the Library is to serve the

information needs of the American public in the field of

through both direct and indirect means.

The library meets these needs indirectly by providing

current information, including Government information, to

the Department's researchers and managers. The

Department's employees may then fulfill their obligation to

collect, develop, and disseminate to the public all kinds of

information related to the Department's programs.

The library meets the public's needs directly through direct

service, whether in person, or through the mail or by

phone. Approximately information requests from

various segments of the public are handled each year by the

Library.

In order to continue meeting these needs, the Library needs

to keep up with current acquisitions and add new materials

not previously held. It is essential that this Library receive

the legislative, judicial, and executive branch publications

afforded to depository libraries. These materials will assist

the library in carrying out two important functions:

28
1) providing agency employees with Government

publications needed to carry out program as well as

administrative activities; and

2) fulfilling a responsibility for the development,

collection, and dissemination of the full range of

information relevant to the Department's overall

program.

The only way that the Library will be able to fully support

this program is through depository library status.

Department staff have carefully reviewed and considered all

of the requirements and responsibilities outlined in Chapter

19, Title 44, United States Code, that govern the

establishment and operation of a government depository

library. The Department agrees to conform to these

provisions, specifically:

• making the library accessible to the public;

• maintaining a core collection of government documents;

• acquiring basic catalogs, abstracts, and indexes to use

with the collection;

• classifying and cataloging these items;

• claiming materials not received;

• maintaining records regarding document location; and

• providing unneeded publications to other libraries.

As required by Section 1907 of Title 44, I certify to the

Superintendent of Documents that the

Library needs depository library status and that this status

will benefit both the U.S. Department of

and the public it serves.

Sincerely,

(Head of Agency)

29
Letter from Superintendent of Documents to the Library

Plus Acceptance Letters and Forms

(Head of Library)

(address)

Dear :

I am in receipt of letters from the State librarian, (name of

State librarian) and (title and name of designator), naming

the Library as a depository for United States

Government publications.

The Depository Library Act provides that Federal

depository libraries can select one copy of any publication

distributed through the Federal Depository Library

Program. Only those publications that meet the

Government information needs of the local population and

for which the library can provide adequate facilities to

receive and house, should be selected.

Depositories must contain 10,000 volumes, other than those

issued under the Federal Depository Library Program.

Depositories must also provide for free public access to the

depository collection, as well as reference service to assist

the public in using depository materials.

Since these publications remain the property of the Federal

Government, the Superintendent of Documents is required

by law to periodically ascertain conditions in depository

libraries and to make firsthand investigations of conditions

for which need is indicated.

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The enclosed forms will enable this office to include in its

records certain pertinent information about your library.

Please complete them, sign both copies of the Acceptance

of Designation, and return all three forms to this Office.

Your library will then be placed on the list of Federal

depositories and you will be supplied with descriptive lists

of publications.

Sincerely,

(name)

Superintendent of Documents

Enclosures

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Acceptance of Designation as a Depository for

United States Government Publications

To: Superintendent of Documents

U.S. Government Printing Office (SD)

Washington DC 20401

Acting as the duly appointed head of the Library,

under the powers conferred upon me by that Office, I

hereby accept for the above mentioned Library the

designation of that institution by the Hon. , from the State of , to be a depository

for United States Government publications.

In consideration of the privilege of selecting and receiving

those series of United States Government publications best

suited to the needs of the patrons of this library and of the

local population, from the various series which are made

available to depository libraries by the Superintendent of

Documents, it is hereby agreed that this library and its staff

will abide by the law governing depository libraries, and

such regulations and instructions as have been or may be

issued by the Superintendent of Documents in administering

the law.

It is further agreed that reasonable care will be exercised in

selecting and maintaining publications to be furnished to this

library so as to prevent waste of Government funds

appropriated for distribution of depository publications.

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I also certify that the statements given on the attached sheets

are true to the best of my knowledge.

(Date) (Signature, Head of Library) (Title)

COUNTERSIGNED:

(Date) (Signature, Superintendent of Documents)

Note: Do not complete any of the following forms now.

GPO will send copies of the appropriate forms after a

library has been nominated.

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By-Law Libraries • Acceptance of Designation as a

Depository for United States Government Publications

To: Superintendent of Documents

U.S. Government Printing Office (SD)

Washington DC 20401

Acting as the duly appointed head of the Library,

I hereby accept for the above-mentioned Library the

designation of that institution as a depository for United

States Government publications.

In consideration of the privilege of selecting and receiving

those series of United States Government publications best

suited to the needs of the patrons of this library and of the

local population, from the various series which are made

available to depository libraries by the Superintendent of

Documents, it is hereby agreed that this library and its staff

will abide by the law governing depository libraries, and

such regulations and instructions as have been or may be

issued by the Superintendent of Documents in administering

the law.

It is further agreed that reasonable care will be exercised in

selecting and maintaining publications to be furnished to this

library so as to prevent waste of Government funds

appropriated for distribution of depository publications.

I also certify that the statements given on the attached sheets

are true to the best of my knowledge.

(Date) (Signature, Head of Library) (Title)

COUNTERSIGNED:

(Date) (Signature, Superintendent of Documents)

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Statement to Accompany Acceptance of Designation

As a Federal Depository Library

1. What are the full name, address, telephone and fax

numbers of the library? (Please type or print

responses.) (Include street and number; do not use post

office box numbers.)

Name:

Address:

City/State Zip:

Congressional District: County:

Phone: ( )

Fax: ( )

2. What is the mailing address for the receipt of

depository publications? (Do not use post office box

numbers.)

Name:

Address:

City/State Zip:

3. What is the full name and title of the administrative

head of the library?

Name:

Title:

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4. What is the full name and phone number of the person

responsible for depository collections?

Name:

Phone: ( )

5. Is your library freely accessible to all members of the

general public, including the physically disabled?

Yes

No (if no, please explain)

6. How many hours per week is your depository

collection open to the general public? _____ hours/week

7. Are these hours different from the hours public service

is offered to your primary patrons (students, faculty,

judges, etc.)?

No

Yes (if yes, please explain)

8. How many volumes does your library contain other

than U.S. Government publications?

volumes

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9. Is the library equipped to access Federal Government

publications in varying formats, e.g., microfiche,

maps, CD-ROM, on-line?

Yes

No (if no, please explain)

10. Is the space planned to house Government documents

readily accessible to members of the general public,

i.e., in open stacks?

Yes

No (if no, please explain)

1 1 . What percentage of the depository collection do you

intend to fully catalog?

75-100%

50-74%

25-49%

less than 25%

12. Describe how you will shelflist your depository

materials (see the Instructions to Depository Libraries).

13. Describe your strategy to identify and meet the

Government information needs of the local population

(submit collection development policy, if available).

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XI. Depository Checklist

This checklist lists minimum requirements that each

depository must meet to maintain an effective Federal

depository operation. Depositories must adhere to the

Instructions to Depository Libraries.

Public Service

Free public access

Written access policy

Reference assistance

Collection development policy that addresses

community needs

Willingness to coordinate selections with area

depositories

Willingness to catalog documents to enhance

visibility, access, and use

Reference aids such as Monthly Catalog

Staffing

One professional librarian to coordinate

depository activities

One hour of support staffing per week for

every one percent of items numbers selected

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420 linear feet of shelving

Processing facilities

Sorting shelves

Book truck

Shelflist (see accompanying Instructions)

Large processing table

Rubber stamp with a changeable date, the

library's name, and the word "depository" or

"document"

Binders, pamphlet boxes, etc., for loose-leaf

depository materials

Microfiche reader

Microfiche reader/printer

Microfiche cabinets

Photocopying facility

Fax machine

Map cases

CD-ROM work-station

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Modem capability

Ramps, elevators, etc., for access by

handicapped patrons

Sufficient seating or study area for patron use

available near depository resources

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XII. Supporting Technical Publications

GPO will provide one copy of the following publications,

except as noted, after the library is designated.

• A Directory of U.S. Government Depository

Libraries

• An Explanation of the Superintendent of

Documents Classification System

• Federal Depository Library Manual

• GPO Cataloging Guidelines

• GPO Classification Manual

• Guidelines for the Depository Library System

• Inactive or Discontinued Items from the 1950

Revision of the Classified List

• Instructions to Depository Libraries

• Item number cards (1 set

)

• List of Classes ... (2 copies)

• Superseded List

• Union List of Item Selections (microfiche)

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Notes

U. S. Government Printing Office 1995 387-811/36413