SJl U.S. GOVERNMENT PRINTING OFFICE

FEDERAL DEPOSITORY LIBRARY PROGRAM

INSTRUCTIONS TO

DEPOSITORY LIBRARIES

Revised July 2000

Library Programs Service

Superintendent of Documents

U.S. Government Printing Office

Wasliington, DC 20401
U.S. Government Printing Office

Micfiael F. DiMario, Public Printer

Superintendent of Documents

Francis ]. Bucicley, Jr.

\

Library Programs Service

Gil Baldwin, Director

Library Division

Sheila M. McGarr, Chief
1

Instructions to Depository Libraries

Revised 3uly 2000

Library Programs Service

Superintendent of Documents

U.S. Government Printing Office

Wasliington, DC 20401

2000
\
Table of Contents

Preface v

Introduction vii

Chapter 1 : Federal Depository Status 1

Chapter 2: Collection Development 5

Chapter 3 : Bibliographic Control 11

Chapter 4: Maintenance 19

Chapter 5: Human Resources 27

Chapter 6: Physical Facilities 29

Chapter 7: Public Service 31

Chapter 8: Cooperative Efforts 35

Chapter 9: Regional Services 39

Exhibits 43

Appendix A: Glossary 57

Appendix B: List of URLs for FDLP/GPO Sites 61

Index 65

Instructions to Depository Libraries iii Rev. July 2000

Preface

The basic operating principles of the Federal

Depository Library Program (FDLP) are

stated in its authorizing legislation, Title 44,

United States Code, Chapter 19. Additional

rules, regulations, and guidelines are necessary to successfully accomplish the

goals of a program with the complexity and

scope of the FDLP. The Instructions to Depository Libraries, together with the

Federal Depository Library Manual and the

Guidelines for the Federal Depository

Library Program form the body of

regulations governing the operation of the

FDLP.

The Instructions to Depository Libraries are

the official rules and regulations of the

Federal Depository Library Program. These

Instructions are prepared by Library

Programs Service staff and form the basis for

evaluating depository library operations in

self-studies and inspections.

The Federal Depository Library Manual is a

practical guide for carrying out FDLP

operations in depository libraries. The

Manual was prepared by a committee of

depository librarians, in conjunction with

Library Programs Service staff. It suggests

and recommends, rather than prescribes,

methods of operation.

The Guidelines for the Federal Depository

Library Program, a Manual appendix, state program and performance goals and

minimum standards for depository libraries

and for the Government Printing Office.

They should be referred to when establishing

a depository or when writing service and

performance policies for an FDLP library.

The Guidelines were prepared by the

Depository Library Council to the Public

Printer, in conjunction with the entire

depository library community, and were

endorsed by the Public Printer. The purpose

of the Instructions, Manual, and Guidelines

is to ensure that Federal Government

information products are readily accessible to the public through the FDLP.

Instructions to Depository Libraries V Rev. July 2000

Introduction

The Federal Depository Library Program

(FDLP) was established by Congress to ensure that the American public has access to

its Government's information (Title 44,

United States Code, Chapter 19). For more

than 140 years, depository libraries have

supported the public's right to Government

information by collecting, organizing, and

preserving it, and by providing assistance to users.

The FDLP is based upon three principles:

1. With certain specified exceptions, all Federal Government information

products shall be made available to Federal depository libraries.

2. Federal depository libraries shall be

located in each State and U.S.

Congressional District in order to make

Government information products widely

available.

3 . That Federal Government information in

all media shall be available for the free use of the general public.

Chapter 19 of Title 44 of the United States

Code is the authority for the establishment

and operation of the FDLP. Materials

received in deposit by libraries remain the

property of the U.S. Government. Libraries

become the custodians of these resources. The legal responsibilities of Federal

depository libraries fall into the broad

categories of access, maintenance, and

service:

1 . Providing for free public access to Federal Government information

products regardless of format.

2. Providing for the proper maintenance of

the Federal depository materials entrusted

to the individual depository's care.

3 . Providing service to meet Government

information needs of the local community

and surrounding area.

As these three areas touch on nearly every

aspect of library operations, the Instructions

to Depository Libraries are issued in order to give more specific guidance to documents

staff. The Instructions are organized into

nine chapters. Each chapter deals with a

specific aspect of the depository operation.

All depositories must conform to the

procedures set forth in these Instructions.

The Instructions to Depository Libraries are

the official rules and regulations of the

Federal Depository Library Program.

Depository librarians must ensure that all personnel concerned with any aspect of the

depository operation are made aware of the

importance of the Instructions. Depository

staff should review the Instructions at least

semiannually. Any questions can be sent via

askLPS at

• < http://www.access.gpo.gov/su_docs/

fdlp/tools/asklps.html >

or by e-mail at

• < asklps@gpo. gov > .

If you would like an additional copy of the

Instructions, an electronic version can be

found at

Instructions to Depository Libraries vii Rev. July 2000
• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/instructions >

Documents staff may request additional

written materials or information by mail,

telephone, or e-mail to:

Chief, Depository Services

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

Phone: (202) 512-1119

Fax: (202) 512-1432

E-mail: asklps@gpo.gov

Instructions to Depository Libraries
Chapter 1 Federal Depository Status

A. Federal Depository Library Program

B. Designation

C. Depository Termination Procedure

D. Additional Information

A. Federal Depository Library Program

The Federal Depository Library Program

(FDLP) 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 FDLP has

grown into a system of nearly 1,350 Federal

depository libraries. These libraries include

many of the most prestigious libraries in the

country as well as smaller local libraries.

With few exceptions, all congressional

districts and territories of the United States

have at least one Federal depository library.

B. Designation

The FDLP was established to provide

Federal Government information products at no cost to designated depository libraries.

Depository libraries, in turn, provide local,

no-fee public access in an impartial

environment with professional assistance to information produced by the Federal

Government. While many libraries request

status as a Federal depository to benefit their

primary patrons (students, judges, residents

of a political jurisdiction, etc.), all libraries

that receive status make a legal commitment

to provide Federal Government information

to all of the people of the local U.S.

Congressional District or relevant region.

There are two ways in which a library can

receive depository status. The first way is through designation by Members of

Congress. The second is through

designation by other elected or appointed

Government officials for certain types of

libraries for which there are special

provisions in Title 44, United States Code.

Most of the libraries in the FDLP are designated by Members of Congress. Each

U.S. Representative can designate up to two

libraries if there are vacancies in the

Representative's congressional district.

Each U.S. Senator can designate up to two

libraries anywhere in the Senator's state, if there are vacancies available.

Libraries falling under Title 44 provisions, or "by-law" libraries, include:

• Land grant college libraries;. • State libraries; • Library of the highest appellate court of

a state; • Federal executive department libraries; • Independent agency libraries; • Service academy libraries; • Accredited law school libraries; and

Instructions to Depository Libraries 1 Rev. July 2000
Chapter 1 - Federal Depository Status

• Libraries specified in a special act of

Congress.

The Public Printer designates libraries of

land grant colleges; the library of a State's highest appellate court, State libraries, and

law school libraries. The Superintendent of

Documents designates Federal agency

libraries.

More detailed information can be found in

the printed Designation Handbook for

Federal Depository Libraries, which is available upon request from the Chief of

Depository Services. It also can be found at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/desig.html >

In accepting the privilege of Federal

depository library status, the library director

has agreed to abide fully by the laws and

regulations governing officially designated

Federal depository libraries.

C. Depository Termination Procedure

The library has the right to voluntarily

relinquish its depository privilege if the

library finds that it cannot meet the legal

obligations set forth in the Instructions and

other administrative directives. After

making this determination, the library should

address a letter to the Superintendent of

Documents stating that the library no longer

wishes to be a depository for U.S.

Government publications. As each

depository library is served by a designated

regional depository, the regional should also

be notified of this decision.

Correspondence should be addressed to:

Superintendent of Documents

U.S. Government Printing Office (SD)

Washington, DC 20401

A library's depository status may be

terminated by the Superintendent of

Documents if the library fails to meet the

requirements as set forth in the law, or

consistently disregards notices and

instructions, resulting in unnecessary

expense to the Government in administering

the program.

Upon termination of the depository

privilege, either by request or for cause, the

library shall request instructions from its regional depository concerning disposition of

the depository publications on hand. The

regional has the authority to claim whatever

it wishes for its own collection or other

selective depository needs in the state or

region.

If the library wishes to keep certain

publications that were received under the

FDLP, it may request to retain them. The

library must submit a list of the depository

publications it wishes to keep to the regional

library. A written request for permanent

retention of the materials should accompany

the list. Each request will be reviewed on an

individual basis and the regional depository

will advise the relinquishing depository of

the retention decision.

Instructions to Depository Libraries 2 Rev. July 2000
Chapter 1 - Federal Depository Status

D. Additional Information

Additional information concerning

depository designation and/or termination

procedures can be obtained by contacting:

Chief, Depository Services

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

Phone: (202) 512-1119

Fax: (202) 512-1432

E-mail: asklps@gpo.gov

Instructions to Depository Libraries 3 Rev. July 2000
V
Chapter 2 Collection Development

A. Purpose

B. Scope of Collection Development

C. Selection Tools

D. Item Number System

E. Updating Selection Profiles

F. Selective Housing

A. Purpose

Congress established the FDLP to help fulfill

its responsibility to inform the public on the

policies and programs of the Federal

Government. All depositories share in this

responsibility.

Providing no-fee public access to Federal

Government information is the guiding

principle under which public officials

designate depository libraries; therefore, the

Federal Government information needs of the

general public must influence the collection

development of depository libraries.

B. Scope of Collection Development

A majority of libraries that are designated

depositories have, as their primary mission,

a commitment to serve a particular patron

group (students, judges, etc.). While these

libraries focus collection development more

closely on the needs of their primary patrons,

they must not ignore the Federal Government

information needs of the general public.

Program and performance goals for

collection development appear under Section

3 in the Guidelines for the Federal

Depository Library Program at

• < httpiZ/www. access. gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelin.html>

Most depositories are designated to serve a

particular U.S. Congressional District. The

number of depositories in a congressional

district, the geographic area of the

congressional district, the type of library,

and even the existence of established

interlibrary cooperative arrangements, could

dictate a local public service area other than

the U.S. Congressional District. These local

public service areas, if different from the

congressional district, should be negotiated

among neighboring depositories to ensure all areas of the congressional district are served.

All depositories should select or provide

electronic access to titles from the "Basic

Collection" found in the Federal Depository

Library Manual at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdim/basic.html > .

Libraries may also purchase a commercial

equivalent of depository items. Relevant

print and electronic indexes should be

available in the depository to facilitate access

to the resources of the documents collection.

Instructions to Depository Libraries 5 Rev. July 2000
Chapter 2 - Collection Development

As it is increasingly difficult for one

depository to meet the Federal Government

information demands of a varied population,

the collection development of a depository

should not be considered in isolation. The

FDLP is a system of cooperating libraries.

All depositories are part of this larger

system. The Item Lister at

• < http: //www. access . gpo. gov/sudocs/

fdlp/tools/itemlist.html >

and the Documents Data Miner at

• < http://govdoc.wichita.edu/ddm/

GdocFrames.asp >

can be used to identify selections of other

depositories.

Depository libraries, either solely or in

conjunction with neighboring depositories,

will make demonstrable efforts to identify

and meet the Federal Government

information needs of the congressional

district or local area.

One such effort is the formulation and

implementation of a written depository

collection development policy that

specifically articulates the library's strategy

for identifying and meeting the Federal

Government information needs of the local

area. The collection development policy

should also address procedures for obtaining

documents requested by patrons but not

selected by the library; inter-depository

coordination of selections; resources

available locally; and interlibrary loan

services. This policy can be formulated

using the same criteria discussed in Chapter

2 of the Federal Depository Library Manual

at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.htinl#2>

The Collection Development Guidelines for

Selective Federal Depository Libraries, in

the Federal Depository Library Manual

Supplement also provides guidance. These

Guidelines are available at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/coldev.html>

Select only those items best suited to the

needs of your local area and U.S.

Congressional District. Selective

depositories are not required to receive all U.S. Government information products that are made available to depositories through

the FDLP.

In order to meet public needs, the library's

percentage of item number selections should

be appropriate for its type and size. An

appropriate level of selections should be at least one-half the average item selection rate of libraries of similar type and size. A table

of selection rate percentages is published

irregularly in Administrative Notes and is available at

• < http://www.access.gpo.gov/su_docs/

fdlp/coll-dev/itemchrt.html >

Libraries with selection rates below one-half

or far in excess of the national average for

libraries of similar size and type must

document that their selection rate meets

public needs in its written collection

development policy. However, item

selection percentages are only one factor

used when assessing effective collection

development. Also taken into consideration

are the depository's proximity to other

Instructions to Depository Libraries 6 Rev. July 2000
Chapter 2 - Collection Development

depositories, curricula, mission, Internet use, and commercial products acquired.

The transition to a more electronic FDLP

will complicate traditional measures of

evaluating this category. With more items

now moving online, links to important

information from the depository web page

play a more crucial role. For this reason,

links to GPO Access, the FDLP Electronic

Collection, and other appropriate links to Government information should be

prominently displayed on the library's web

site. The ability to catalog and link to "e- documents" directly from the Online Public

Access Catalog (OPAC) will also become

more important. Depository staff should

stress access over ownership.

C. Selection Tools

The basis for selection is the List of Classes

of United States Government Publications

Available for Selection by Depository

Libraries and the Union List of Item

Selections. The List of Classes is a list of

currently available products sorted by

Superintendent of Documents (SuDocs)

classification stem including item number,

format, etc. While there may be several

products in a variety of media listed under

each item number, products can be selected

only by item number. The List of Classes is updated semiaimually in paper and monthly on the Federal Bulletin Board (FBB) at

• < httpr/Zfedbbs.access. gpo.gov/libs/

class.htm >

The Union List of Item Selections is updated

monthly on the FBB at

• < http://fedbbs.access.gpo.gov/libs/

unionl.htm >

These lists include those series or groups of

publications having public interest or educational value which are issued by the

various departments and agencies of the U.S.

Government. Excluded from the lists are publications issued for strictly administrative or operational purposes which have no public

interest or educational value, those classified

for reasons of national security, and so-called

"cooperative publications" which are documents which must be sold in order to be

self-sustaining.

Entries for cooperative publications appear in

the Monthly Catalog of United States

Government Publications. Their continued

existence depends on funds raised by selling

copies of the publications. For this reason,

printed versions are not available for free

distribution through the FDLP. Such titles as the National Union Catalog, Federal

Reserve Bulletin, Prologue, and Smithsonian

fall within this category.

The Monthly Catalog of U.S. Government

Publications consists of bibliographic records

of products in all media identified and/or

distributed by the FDLP. The Catalog is also available in an abridged paper version.

The online Catalog of U.S. Government

Publications is updated daily and is available

at

• <http://www.gpo.gov/catalog>.

The foundation of the depository collection

should come from Chapters 2 and 3 in the

Federal Depository Library Manual. These

include items that have been identified by

practicing depository librarians as suitable

for their type and size of library. The

Suggested Core Collection list in Appendix

A of the Manual can be examined at

Instructions to Depository Libraries 7 Rev. July 2000
Chapter 2 - Collection Development

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/corelist.html>

Maps Available for Selection are listed in

Appendix B of the Federal Depository

Library Manual at

• < http: //www. access . gpo. gov/sudocs/

fdlp/pubs/fdlm/93fdlm.html#appB >

D. Item Number System

Depository libraries select documents by

categories. Each category is identified by a unique item number. The item number

assigned to a series generally remains the

controlling number for that series regardless

of change of title, transfer of the series or its publishing agency within the Federal

Government, or change in the name of the

issuing agency.

An item number assigned to a series may

also govern the distribution of closely related

series of a similar nature, e.g., numbered

manuals with similar content issued by the

same agency. In this instance, the library

selecting this item would receive the related

series as well.

The addition of new series to item numbers

is aimounced on shipping lists and in

Administrative Notes Technical Supplement

at

• < http://vmw.access.gpo.gov/su_docs/

fdlp/pubs/techsup >

The Technical Supplement is searchable online via the WEBTech Notes service at

• < http://www.access.gpo.gov/su_docs/

fdlp/tools/webtech.html >

For agencies whose scope and publications

are limited, e.g.. Fine Arts Commission,

Marine Mammal Commission, etc., one item

number has been established to cover all publications issued.

New depositories will begin receiving items

they have selected within one month of

receipt by GPO of their item selection

profile. All other selections are dependent

upon the annual item selection update cycle.

Libraries should retain historical files as they

may contain information about when an item

was selected, dropped, discontinued,

superseded, changed format, changed

SuDocs class number, sent to a selective

housing site, etc. If these data are vital to the administration of the depository

operation, be cautious about the disposition

of item cards . If item cards are no longer

maintained by the library, other means of

establishing the item selection history must

be in place, e.g., archiving copies of the

Item Lister records, maintaining a local

database, customizing electronic files from

data downloaded from the Federal Bulletin

Board, FDLP Desktop, etc.

E. Updating Selection Profiles

Depositories are notified by GPO shortly

before each annual item selection update

cycle begins. It is important that selections

be centrally coordinated within the library

and accurate records kept to avoid

misunderstandings. Changes to a library's

selection profile are made by inputting item

numbers using the Amendment of Item

Selections procedure at

• < http: //www. access . gpo. gov/sudocs/

fdlp/tools/amendment.html>

Instructions to Depository Libraries 8 Rev. July 2000
Chapter 2 - Collection Development

Additions to selections may be made only

during the annual item selection update cycle

or an item survey. All selections should be

reviewed regularly to ascertain their

appropriateness and to adjust selections to the changing Federal Government

information needs of patrons. Depository

staff should consult the List of Classes and

Administrative Notes Technical Supplement

to verify the availability of items.

GPO recommends that a zero-based review

be conducted annually, or at least every 2 or

3 years. Zero-based means to review nonselections as well as existing selections for

pertinence to one's community information

needs using the List of Classes and other

selection tools.

If some currently selected items are judged

inappropriate for the collection, these items

should be deleted from the library's selection

profile promptly. Deletions can be made at any tune and become effective within 72

hours of submission. When an item is dropped, however, all materials previously

received under the item number unless

superseded must still be retained for the

statutory five-year retention period before

they can be offered on a disposal list to the

regional library.

A list of each depository library's selections

is available using the Item Lister at

• < http://www.access.gpo.gov/su docs/

fdlp/tools/itemlist.html >

and the Documents Data Miner at

• < http://govdoc.wichita.edu/ddm/

GdocFrames.asp>

New item selections from the annual item

selection update take effect after October 1

New selections will not be distributed until

after that date. Libraries cannot claim new

selections before October 1 . Publications

cannot be furnished retroactively. New

selections can only be furnished to libraries as new items are ordered by and printed for

the issuing agency.

Regional depository libraries receive nearly

all depository items shipped by GPO. Some

publications, such as Congressional hearings

and the Federal Register, are issued in both

paper and microfiche formats. Regionals

may select both formats or only one.

Selective depositories should depend upon

the regional for seldom-used items.

On rare occasions, the Government Printing

Office (GPO) receives only a limited number

of copies of a publication from a department

or agency for distribution to depository

libraries. These copies are sent to all designated regional depositories; the

remainder is made available to selective

depositories through a "special offer" on a first-come, first-served basis. These

materials are usually retrospective runs of

series. These special offers are announced

through Administrative Notes, notices on the

depository shipping lists, or on the FDLP

Desktop.

Cooperative collection development and

interlibrary loan can also provide access within a local area to rarely used items. The

Documents Data Miner, a State Plan, or

consortia can assist with these activities.

Depository librarians are now permitted to substitute electronic versions as the sole

"copy" for some tangible FDLP publications

provided the electronic version is complete,

official, and permanently accessible. These

Instructions to Depository Libraries 9 Rev. July 2000
Chapter 2 - Collection Development

conditions are outlined in FDLP Guidelines on Substituting Electronic for Tangible

Versions of Depository Publications at

• < http: //www. access . gpo. gov/su docs/

fdlp/coll-dev/subguide.htinl>

F. Selective Housing

A library may selectively house a percentage

of its depository publications at other

libraries or institutions. The designated

library will still be legally responsible for

these materials, and for their receipt, initial processing, and disposition.

The selective housing site must abide by all rules and regulations that govern the FDLP.

Their designated library should furnish them

with copies of appropriate instructions and

manuals. Materials they receive remain the

property of the United States Government

and are governed by all public access, custody, maintenance, and public service

requirements.

If the library director of the designated

depository does not administer the site of the

selectively housed collection, a Memorandum of Agreement (MOA) must be

drawn up outlining the host institution's

responsibilities to provide for free public

access, and to maintain the records and

materials in the documents collection. A

model selective housing MOA can be found

as Exhibit H or in Chapter 2 of the Federal

Depository Library Manual at

• < http: //www. access . gpo. gov/su docs/

fdlp/pubs/fdlm/93fdlm.html#2>

A copy of the MOA must be sent to the

regional librarian and to:

Chief, Depository Services

U.S. Government Printing Office

Library Programs Service (SLLD)

Washington, DC 20401

Instructions to Depository Libraries 10 Rev. July 2000
Chapter 3 Bibliographic Control

A. Bibliographic Control

B. Shipping List

C. Separates

D. Processing

E. Arrangement

F. Claims

G. Duplicate Publications and Shipments

A. Bibliographic Control

All depositories are the legally responsible

custodians of Federal Government property

received through the FDLP. As such, each

depository will maintain a holdings record to the piece level of all depository selections

received in tangible format.

A comprehensive shelflist in paper or

electronic format, or any combination, must

be used. Depository holdings records can be

part of the entire library's shelflist. The

depository documents shelflist does not have

to be a separate entity.

GPO encourages on-line processing of

documents. On-line processing should

conform to GPO's requirements for

bibliographic control of depository materials.

For guidance, see GPO Guidelines for

Online Processing of Depository Documents,

at

• < http://www.access.gpo.gov/su_docs/

fdlp/mgt/online-proc.html>

This record keeping requirement does not

mean that a shelflist card must be generated

for each piece. For instance, the holdings

record for some map series could be

comprised of a basic shelflist record for the

map series plus checking-off the appropriate

quadrangles of maps received on the index

map. Chapter 3, Section 3, in the Federal

Depository Library Manual, briefly describes

technical processing for maps and charts at

• < http://vrvvw.access.gpo.gov/su_docs/

fdlp/pubs/fdhn/93fdlm.html#3 >

Chapter 5 in the Manual outlines various

bibliographic control methods at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.html#5 >

For serials, piece level records must be

maintained until the items are bound,

replaced by microformat, etc. Then a holdings statement can be substituted if space

in the paper or electronic database is an

issue.

Marked shipping lists do not constitute a record of the library's depository holdings

and should not be used for that purpose.

Cataloging greatly enhances accessibility and

patron usage and is recommended for all or

part of the documents collection. Documents

can be arranged according to the SuDocs

Instructions to Depository Libraries 11 Rev. July 2000
Chapter 3 - Bibliographic Control

classification system, other classification

systems, or a combination of systems.

Many documents are extremely timesensitive. All shipments should be unpacked

and processed as they are received. Failure

to do so can result in the loss of depository

status.

Items not awaiting full cataloging should be

processed within 10 working days from

receipt of the shipment. Items that await

cataloging should be sorted for easy retrieval

by staff for patrons. Additional program and

performance goals for bibliographic control

appear in Section 4 of the Guidelines for the

Federal Depository Library Program at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelin.html >

B. Shipping List

A complete shipment contains all the items

listed on one shipping list. Most selective

depositories select only a percentage of the

total items available. They receive only

those items which match their current

selection profile. Selectives often receive

several shipments, with their corresponding

shipping lists, in a single shipment box.

Every depository library receives a copy of

each depository shipping list whether or not

it selects any of the items listed.

In their shipment boxes, regional

depositories receive two copies of most

shipping lists. Only one microfiche shipping

list is provided to regionals by the microfiche

contractors.

GPO sends at least one depository shipment

to every library each week. Libraries should

immediately notify the Chief, Depository

Distribution Division, at (202) 512-1014, if they fail to receive a weekly shipment.

Important and necessary information is often

conveyed via the shipping list. Besides

listing all the publications in a complete

shipment, the shipping list also indicates the

item numbers under which the publications were distributed, the titles and series

numbers of the publications, the SuDocs

classification numbers, and GPO sales

information, when applicable. Depository

staff should review each list carefully.

Shipping lists are used to inform libraries of

new offerings and are also a quick means of

informing depository libraries of additions to item numbers. New offerings are included

in shipments to depositories whose selection

profile indicates an interest in them. (See

Exhibits A-F for sample shipping lists.)

Documents staff should swiftly delete

unwanted new item offerings.

Administrative Notes Technical Supplement

contains information on corrections to previous shipping lists, changes to the List of

Classes, and other special announcements

pertaining to the FDLP.

There are five sequential numbering schemes

for the materials distributed from GPO:

paper (P), microfiche (M), separates (S),

electronic publications (E), and National

Imagery and Mapping Agency (NIMA) maps

(S).

GPO's fiscal year begins on October 1 each

year. The shipping list numbering sequence

re-starts each October. As an example, the

sequence of shipping list numbers for fiscal

year 2000 is shown below:

Instructions to Depository Libraries 12 Rev. July 2000
Chapter 3 - Bibliographic Control

Paper Microfiche Separates

2000-000 1-P 2000-000 1-M 2000-000 1-S

2000-0002-P 2000-0002-M 2000-0002-S

Electronic NIMA Maps

2000-000 1-E 2000-200 1-S

2000-0002-E 2000-2002-S

The first four digits indicate the fiscal year;

the next number is the sequential number of

the shipping list, and the letter indicates the

medium of the materials included on that

shippmg list.

U.S. Geological Survey (USGS) map

shipping lists accompany map shipments to selecting libraries. All libraries receive all USGS shipping lists in the GPO shipment

boxes as issued.

C. Separates

Separates are materials that cannot be placed

in regular shipment boxes, usually because

of their size or shape. Separates include

maps and charts shipped from GPO, prepackaged publications, and over-sized

publications. Separate shipping lists are produced and sent in regular shipment boxes

after the separates have been shipped.

Separate shipping lists are clearly marked

and have their own shipping list numbering

sequence. (See Exhibit D.)

Libraries should immediately notify the

Chief, Depository Distribution Division, at (202) 512-1014, if they fail to receive a separate shipping list within 4 weeks after

receiving the separate publication, or contact

• < asklps@gpo. gov >

Instructions to Depository Libraries 13

D. Processing

Upon receipt of a shipment box, the shipping

lists should be logged in to ensure that all shipping lists in all formats have been

received. A copy of a missing or damaged

list can be obtained from:

• GPO/SUNY Buffalo partnership site at < http: //ublib . buffalo. edu/libraries/

units/cts/acq/gpo/ >

• Federal Bulletin Board at < http://

fedbbs. access . gpo. gov/fdlpO1 . htm > ;

• U.S. Fax Watch at (202) 512-1716;

• askLPS at <http://www.access.gpo.

gov/su docs/fdlp/tools/asklps.html >

• a neighboring depository;

• the regional library.

The List of Contractor-Issued Microfiche

Shipping Lists, which also provides status reports, is available at

• < http://www.access.gpo.gov/su_docs/

fdlp/tools/msl >

The contents of shipment boxes should

immediately be checked against the shipping

lists and against the item numbers currently

selected. Chapter 5 of the Federal

Depository Library Manual at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdhii.htinl#5 >

provides advice on processing incoming

shipment boxes.

Rev. July 2000
Chapter 3 - Bibliographic Control

If a SuDocs classification number is questioned, check the paper Administrative

Notes Technical Supplement or WEBTech

Notes database at

• < http://www.access.gpo.gov/su_docs/

fdlp/tools/webtech.html >

and in the Catalog of U.S. Government

Publications at

• < http: //www. gpo. gov/catalog >

Also review the full bibliographic record for

subfield "z" in the "086" field for a canceled

classification number before contacting GPO

for clarification. The GPO Classification

Manual at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/classman >

can be consulted for further information.

Shipping lists do not have to be maintained

after they have been initially checked as they

are archived online by GPO. Many

depository libraries, however, find it usefiil to retain them for approximately six months.

The library must mark all depository

materials, regardless of format, in some

manner to distinguish these items from nondepository materials. All depository

materials should be dated with the shipping

list date, date of receipt, or the date of

processing. The date will identify depository

material eligible for discarding five years

after receipt.

The SuDocs classification number should be

placed on all documents even if other

classification systems are used. Use of the

SuDocs number helps to identify materials

from SuDocs citations and facilitates

updating and discarding procedures. As the

SuDocs number is commonly used by many

other depository libraries, it provides a

specific identification for borrowing and

simplifies compiling or checking discard

lists.

E. Arrangement

Arrangement of depository materials should

conform with professionally accepted library

standards and the Instructions. The

arrangement should facilitate the practical use of the depository collection.

There are many advantages to using the

SuDocs classification system. Librarians

have found the SuDocs class numbers to be a

practical and economical method for

organizing Federal Government documents,

and most depositories arrange the majority of

their documents holdings in SuDocs

classification number order. However,

Federal Government publications can easily

be made an integral part of library

collections under any other arrangement.

F. Claims

If selected items on the shipping list are missing from the shipment, they should be

claimed immediately. A raincheck, which is a form issued to depositories when

insufficient copies are received for shipment,

may be included in the shipment box. Only

the items on a shipping list can be claimed.

The shipping list is the claim form.

To claim publications missing from a shipment, use the shipping list/claim form.

(See Exhibits A-F.) The form may be

mailed or faxed to GPO, U.S. Geological

Survey, or to the microfiche contractor

depending on the requirements for that item.

Instructions to Depository Libraries 14 Rev. July 2000
Chapter 3 - Bibliographic Control

Claims should be faxed whenever possible.

Use the shipping list/claim form only to request publications selected but not

received. Claims for items not selected will

be returned unfilled.

Claims should not be made for publications

selected in the aimual item selection update

cycle but whose selection is not yet in effect.

There is a two-month delay between the

deadline for returning item selection changes

to GPO (annual item selection update cycle)

and the date on which the amended selections

become effective, which is October 1. Claims caimot be used to replace publications

lost, stolen or mutilated after receipt by the

library.

Always give complete information (i.e., item

number, SuDocs classification number,

correct series or publication title, issuing

agency, and depository library number, etc.)

when contacting GPO about depository

publications. Additional information on how

and when to contact the Government Printing

Office can be found in Chapter 1 of the

Federal Depository Library Manual or Contacts at

• < http://www.access.gpo.gov/su_docs/

fdlp/tools/contacts.html>

All claims for non-receipt of publications

must be submitted within 60 days from

receipt of the shipping list. Claims for entire

missing shipments also have a 60-day

deadline. All clauns should be made as soon

as possible.

Do not claim "raincheck" items. When these

publications are reprinted they will be

distributed to the libraries. Except for the

few remaining "Direct Mail" titles, do not use any method other than the shipping lists

to claim depository materials. Do not make

a second claim for the same item. Instead, use the askLPS web-based inquiry service at

• < http://www.access.gpo.gov/su docs/

fdlp/tools/asklps.html >

to check the status of a claim or to submit a claim for a "Direct Mail" title. For chronic

claim problems, contact the Chief of the

Depository Distribution Division on (202)

512-1014 or use e-mail at

• < asklps@gpo. gov > .

The Library Programs Service of the

Government Printing Office honors claims as long as a supply of claims copies remains

available during the 60-day claim period, and

will make every effort to provide fast and

accurate service to depository libraries.

However, as GPO retains only a few claims

copies, the supply can be quickly exhausted.

A claim form will be returned to a depository

library stamped "claims copies exhausted" if GPO cannot honor the claim.

Libraries are allowed to claim only those

items that they select and did not receive.

Due to the Ihnited number of claims copies

available, every mistaken claim may deprive

another library of a legitimate claim copy.

If the library receives a defective copy of a

publication, make a claim for the publication

just as if it were never received. Keep the

defective copy until the claun copy is received. Once the library has replaced a

defective copy with a claims copy, the

defective copy may be discarded. Do not

send the defective copy to GPO and do not

offer it on a discard list to the regional.

Instructions to Depository Libraries 15 Rev. July 2000
Chapter 3 - Bibliographic Control

To claim a publication selected but not

received:

1 . Draw a circle around the shipping list entry of the item being claimed.

2. Check every claim made against the

library's Item Lister profile.

3. Stamp the shipping list with the library's

depository number/date received stamp in

the upper right corner of the shipping

list.

4. Fill out the bottom portion of the

shipping list completely, including:

a. documents librarian's signature

b. depository library number

c. library name.

5. Keep a copy of the shipping list at least

until the claim has been acted upon by

GPO.

6. Fax or mail claims to GPO, the U.S.

Geological Survey, or the appropriate

microfiche contractor as indicated on the

shipping list.

If you choose to use the U.S. Postal Service,

mail the original copy of the shipping list to the following address:

• For paper, electronic, and separate

publications, and for maps (except USGS

maps), mail to:

U.S. Government Printing Office

Library Programs Service (SLDM)

Claims

Washington, DC 20401

• For microfiche, mail to:

Contractor's name

Contractor's address

Any town, US 12345

• For U.S. Geological Survey claims, fax or mail to:

U.S. Geological Survey

MS 306, ATTN: Receiving

Denver, CO 80225

Fax: (303) 202-4694

To fax claims to GPO, use (202) 512-1429

only. Faxing to any other number delays

claims.

G. Duplicate Publications and Shipments

If the library receives a duplicate copy of a

publication, the duplicate may be discarded

unmediately or offered on a discard list to the regional library. If, however, it is substantial in size or a popular publication,

please telephone the Depository Distribution

Division immediately on (202) 512-1014 or use e-mail to

• < asklps@gpo. gov > ,

to obtain a mailing label to return it to GPO.

It is important to remember that when one

library receives a duplicate shipment or

publication, it probably means that some

other library has not received a shipment.

If the library should receive a duplicate

shipment, please check the box's mailing

label and the depository library number

written on one of the box's flaps, to determine if the shipment should have gone

to another library. The flap number is the

correct indication of the depository, not the

Instructions to Depository Libraries 16 Rev. July 2000
Chapter 3 - Bibliographic Control

mailing label. A depository receiving an

incorrect shipment can locate the address of

the correct library by using the flap number

and the online directory at

• < http: //www. access . gpo. gov/su_docs/

fdlp/tools/ldirect.html >

If duplicates become a chronic problem,

please contact the Depository Distribution

Division immediately.

Instructions to Depository Libraries 17 Rev. July 2000
\
Chapter 4 Maintenance

A. Proprietary Interest

B. Insuring Depository Collections

C. Discards-General Information

D. Superseded Publications

E. Discards by Selective Depositories

F. Discards by Regional Depositories

G. Discards by Federal Libraries

H. Discards by Highest State Appellate

Court

I. Secondary Copies

J. Substitution of Depository Materials

K. Microfiche

L. Maps

M. Posters

N. Electronic Products

A. Proprietary Interest

All Government publications supplied to depository libraries under the FDLP remain

the property of the United States Government

and may not be disposed of, except as outlined in Chapter 4 of these Instructions.

All depository materials must be housed in a manner that facilitates preservation and

access.

Program and performance goals for

maintenance of the depository collection

appear under Section 5 in the Guidelines for

the Federal Depository Library Program at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelin.html >

and in Chapter 6, Section 1 in the Federal

Depository Library Manual at

• < http: / /www. access . gpo. gov/su_docs/

fdlp/pubs/fdlm/93fdlm.html#6>

Each depository library is entrusted with the

custody of depository materials and must

ensure they are properly preserved and

protected from theft, deterioration, mold,

etc. As a minimum standard for the care and

maintenance of depository property, the

Government Printing Office insists that their

maintenance be no less than that given to commercially purchased publications.

Depository materials that are lost, worn out, or damaged should be subject to the same

replacement policy that the library maintains

for non-Goverrmient materials. The

depository must pay for replacement copies.

Claims should not be made for this material.

Many Federal Goverrmient agencies find it necessary to issue publications unbound or in

paper covers. Libraries are expected to include these publications in their binding

program, along with books, periodicals, and

other privately purchased materials. Binders

are not furnished for loose-leaf material

unless the issuing agency includes them as part of its publication. Loose-leaf materials

must be updated in a timely manner or deselected.

B. Insuring Depository Collections

It would be both advisable and prudent to carry insurance covering the Federal

depository part of a library's holdings. If the

depository collection were to suffer any loss

Instructions to Depository Libraries 19 Rev. July 2000
Chapter 4 - Maintenance

as a result of negligence on the part of the

library, the Government could make a claim

against the library for the amount of loss.

Thus, depository libraries have an insurable

interest, although GPO is not in a position to provide guidance as to the appropriate

formula for establishing the level of

coverage.

As a minunum standard for the care and

maintenance of depository property, the

protection given to depository materials must

be no less than that given to commercially

acquired publications. Most libraries carry

insurance and base their insurance estimates on the cost of replacing a similar number of

volumes from their commercially acquired

collections. A blanket policy may therefore

be sufficient. Also, as the institution

responsible for the maintenance of these

materials, the library should make all necessary claims, just as if it owned the

materials.

In the event of a natural disaster, arson,

flood, etc., the library must immediately

inform the Superintendent of Documents in

writing. The library must then make every

reasonable effort to replace or repair the

Federal Government property that has been

lost or damaged.

As GPO does not maintain retrospective

stock, the library might find it difficult to completely replace all missing items. As a minimum effort, however. State discard lists,

GPO's Sales Program, the national "Needs

and Offers" list, and commercial vendors

should be canvassed in an attempt to replace

those materials lost.

C. Discards-General Information

Documents distributed through the FDLP

are, and remain. Government property.

Depository libraries are entrusted with the

maintenance of these materials while they are

in the custody of the library. Depository

libraries may discard these materials only in

the manner prescribed by these Instructions or at the direction of a GPO official. Failure

to conform to proper discard procedures can

result in loss of depository status and/or legal

action against the responsible parties.

The Government Printing Office is entrusted

by the Congress with the stewardship of

depository materials, both as tangible

property and as intellectual property for free

distribution and public use. Only the Public

Printer, the Superintendent of Documents, or

their agents can legitimately order a library

to withdraw a document from its depository

holdings. The Superintendent of Documents

may order documents withdrawn for reasons of national security, incorrect or misleading

information in a publication, or for any other cause deemed to be in the public's interest.

From time to time, the Superintendent of

Documents will ask depositories to return a

specific publication to GPO, or destroy it, because it is defective, or for other reasons. A letter from the Superintendent of

Documents will be placed in shipment boxes

and will also appear in Administrative Notes.

Libraries must comply with such requests

before the GPO deadline.

Instructions to Depository Libraries 20 Rev. July 2000
Chapter 4 - Maintenance

Libraries cannot materially or financially

benefit from the disposal of depository

holdings, as these materials remain

Government property. After following the

procedures listed below, the depository

materials entrusted to the library may be sold

as publications or as waste paper. The

proceeds of the sale, together with a letter of

explanation, must be sent to the

Superintendent of Documents. Depository

materials may never be bartered for goods or

services.

Only the first copy of a publication is considered the depository copy . The

depository copy must be discarded according

to the procedures set forth in the

Instructions. Any additional copies

(duplicates), preprints (after the final copy

has been printed) or reprints, are collectively

referred to as "secondary" copies and should

be disposed of according to the procedures

described in Section I, Secondary Copies,

below.

D. Superseded Publications

Superseded materials should be

systematically identified and removed. If retained for historical purposes, they should

be marked as superseded.

Publications, maps, CD-ROMs, and other

depository materials that are superseded may

be treated as secondary materials as soon as the update or the final version of the

publication is distributed by GPO.

Individual titles, serials, and series can be

found in the Superseded List at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/suplist >

The instructions in Sections A, B, C, and D

of this chapter apply to all depository

libraries.

E. Discards by Selective Depositories

Title 44, United States Code, Section 1912,

authorizes regional depositories to permit

selective depository libraries for which they

have responsibility to dispose of Government

publications which have been retained for at least five years from receipt. Discarding is a

privilege granted by the regional and not a

right of the selective. The regional library

may refuse to grant permission for disposal

of any publication that it feels should be kept

by one of its depositories for a longer period

of time.

The instructions contained in section E apply

to all selective depositories except for

Federal agency libraries and the libraries of

the highest appellate court of the states. These libraries are covered in Sections G and

H respectively.

Depository libraries not served by a designated regional depository library must

permanently retain one copy of all Government publications received through

depository distribution. The only exceptions

are for superseded publications, and those

issued later in another format (bound,

microfiche, or electronic media).

Government publications received from

sources other than the FDLP may be

disposed of as secondary copies or at the

discretion of the individual libraries.

Depository libraries served by a regional

depository may dispose of any nonsuperseded publication which has been

retained for at least five years from receipt,

only after obtaining permission and receiving

instructions for such disposition from the

Instructions to Depository Libraries 21 Rev. July 2000
Chapter 4 - Maintenance

regional depository designated to serve their area. Provided permission is received from

the regional, a title may be disposed of

before five years when an electronic

equivalent is substituted from the

Substitution List: Official FDLP Permanent

Full-Text Databases at

• < http://www.access.gpo.gov/su_docs/

fdlp/coll-dev/subguide.htinl>

Because of the various methods of record

keeping employed (manual files, online

records, etc.), selective depositories must

obtain guidance from their regional

depository library on the format and

procedures to be followed in formulating

discard lists.

After adhering to the regional' s discarding

procedure, the selective library may treat the

offered publication as a secondary copy, if neither the regional library nor the selective

libraries in the State wish to obtain it. See

Section I, below, for procedures for handling

secondary copies. Depositories are encouraged to participate in the national

"Needs and Offers" list at

• < http://docs.sewanee.edu/nando.

html>.

F. Discards by Regional Depositories

All regional depositories must retain at least one copy of every publication received

through depository distribution, except for

those publications listed as superseded in the

Superseded List. The regional should treat those discards from its library as "secondary" publications.

Under the FDLP Guidelines on Substituting

Electronic for Tangible Versions of

Depository Publications, maintaining a tangible copy within a state or region of titles from the Substitution List: Official FDLP

Permanent Full-Text Databases is still part of

a regional' s mission. A Memorandum of

Agreement between the regional and another

depository is a mechanism to ensure that a

tangible copy is available in perpetuity.

The regional library plays a primary role in

the disposal of depository materials. The

responsibilities of regional libraries

regarding the handling of selective

depository discards are detailed in Section C

of Chapter 9 of these Instructions.

G. Discards by Federal Libraries

Depository discard procedures are different

for Federal agency libraries. Depository

libraries within executive departments and

independent agencies of the Federal

Government, as well as Federal Court

libraries, may dispose of unwanted Federal

Government publications after offering them

to the Exchange and Gift Division of the

Library of Congress. The Library of

Congress accepts surplus paperbound and

hardbound books in accordance with 36 CFR

701.33(4), and only in specific categories.

If agency regulations permit, the library is encouraged to also offer depository materials

to the nearest regional library. Federal

libraries wishing to dispose of depository

materials should contact the Exchange and

Gift Division of the Library of Congress for

directions on discarding.

Specific instructions must be obtained from

the following address:

Instructions to Depository Libraries 22 Rev. July 2000
Chapter 4 - Maintenance

Receiving and Routing Section

Exchange and Gift Division

Library of Congress

Washington, DC 20540-4280

Phone: (202) 707-9514

Fax: (202) 707-2086

H. Discards by Highest State Appellate

Court Libraries

Although Section A of this chapter refers to

all Federal depository libraries, the highest

state appellate court libraries that have been

designated under Section 1915 of Title 44,

United States Code, have special rights.

Under Federal law, they are not obligated to provide for free access; they do not have to retain publications for five years before

discarding; and they do not have to discard

depository materials through the regional

library. All depository materials remain the

property of the United States Government.

Depository libraries that were designated

under the provisions of Section 1915 will

discard their depository holdings under the

provisions established for discarding

secondary copies in Section I of this chapter.

I. Secondary Copies

Secondary copies are defined as depository

materials which are duplicates (including

reprints), superseded (including preprints),

unrequested documents sent from GPO by

mistake, or the depository holdings of the

highest appellate court of the state libraries.

Libraries have the option of offering

secondary copies to the regional library or on

statewide discard lists, if the regional so

desires. All depository libraries should offer

any secondary publications of value through

the national Needs and Offers list. This

web-based list and instructions for

submission can be viewed at

• < http://docs.sewanee.edu/nando.

html >

Placing secondary depository copies on the

Needs and Offers list makes the best use of

Government publications for the benefit of

all depository libraries.

After this procedure has been followed to its conclusion, the library is then free to offer

these depository materials to any public

library or educational institution in the

vicinity. Failing to find such a recipient

after reasonable effort, the library may

dispose of or recycle the various Government

information products in all media at its discretion.

J. Substitution of Depository Materials

Permission is granted to all designated

depositories to substitute purchased

microcopies and CD-ROMs for any

depository holdings prior to the expiration of

five years, provided that they are properly

referenced, can be readily located, and are

easily accessible to users. Proper reading

equipment must be available for their use.

As previously mentioned, with approval

fi-om the regional, permission is also granted

for depositories to substitute electronic-only

versions of some publications in tangible

form. Guidelines have been issued for

electronic substitution and can be reviewed at

• < http://www.access.gpo.gov/su_docs/

fdlp/coll-dev/subguide.html>

The substitute copies will then be treated as depository materials for the period of time

that the library would have retained the

original publications and they will be subject

to the same rules and regulations that govern

Instructions to Depository Libraries 23 Rev. July 2000
Chapter 4 - Maintenance

the care, treatment, and public access to depository materials during that time period.

As all depository materials remain the

property of the United States Government,

the original depository holdings replaced by

acquired copies must be offered to the

regional library per Chapter 4, Section I of

these Instructions. Substitute copies may be

removed or disposed of only by following

established procedures for all depository

holdings. Libraries may not barter or exchange the original depository paper copy

for a substitute. If disposition is by sale, the

proceeds of that sale must be returned to the

Superintendent of Documents.

K. Microfiche

Microfiche are processed, handled, and

discarded following the procedures set forth

for other documents and the regional

library's disposition guidelines.

The recommended storage temperature for

microform collections is 68° F with a constant humidity level of 40% . The most

important factor to consider is constancy; the

temperature and humidity range should not

fluctuate often, and not beyond 75° F or 50%

humidity.

For this reason, it is recommended that

microforms not be stored on outer walls, nor on the ground or top floors of a building;

they should be kept away from air vents,

radiators, and direct sunlight. Temperatures

and humidity higher than the recommended

levels can create fungal growth, blemishes,

and chemical deterioration. Temperatures

lower than recommended can cause

brittleness.

Microfiche must be stored vertically (on edge

and upright) in acid-free containers. The

envelopes in which the Government Printing

Office microfiche is shipped are acid-free, as are the inserted dividers. All paper products

used in the storage of microforms (boxes,

dividers, labels, envelopes) should have a pH

factor of 7.0 or above.

Steel cabinets made with baked-on inert

enamel finishes, stainless steel, or aluminum

are recommended as storage facilities. They

should have a fire rating of at least one hour.

Plastic boxes, unless constructed of nondeteriorating plastic, can adversely affect

microfiche. Silver halide microfiche should

not be stored in the same cabinets as diazo or

vesicular microfiche.

One hundred microfiche require

approximately 1 inch of space in a 4" x

6"

drawer (exclusive of filing guides,

envelopes, and dividers). One inch of space

in a drawer accommodates approximately 75

sheets of microfiche with envelopes.

Storage areas should have permanently

installed smoke and heat detectors operating

at all times to warn of fire. Dry chemical

and carbon dioxide extinguishers should be

available.

Do not use rubber bands or paper clips to store microfiche. Rubber bands often

contain sulfur and are particularly damaging

to microfiche over extended periods of time.

Additional information is available in Section

2 of Chapter 6 in the Federal Depository

Library Manual at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.htinl#6 >

Instructions to Depository Libraries 24 Rev. July 2000
Chapter 4 - Maintenance

L. Maps

Maps are processed, handled, and discarded

following the procedures set forth for other

documents.

Sheet maps and charts should be housed flat,

in sturdy, acid-free map cases. Only those

maps pre-folded by the publisher may be

stored folded. Maps can be stored in either

vertical or horizontal map cases. Smaller

maps that accompany other publications may

be housed with the publication on the shelf or separately in a map case. If the map is housed separately from its parent

publication, this fact should be noted in the

depository holdings record and on the item.

Maps are often housed in a different location

some distance away from the rest of the

documents collection. If this other location

is not under the administrative control of the

depository library, a selective housing

Memorandum of Agreement must be initiated

between the depository and the selective

housing site. Additional information on

selective housing of depository materials

appears in Chapter 2, Section 2 of the

Federal Depository Library Manual at

• < http://vnvw.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.html#2>

Maps are subject to the same processing

procedures as other depository materials. It

is the library's responsibility to ensure that

maps that arrive through the FDLP are handled according to the rules and

regulations established in these Instructions,

whether the maps are housed directly in the

library or selectively housed off-site.

Helpful hints appear in Chapter 3, Section 3

of the Federal Depository Library Manual at

• < http://wvm.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.htinl#3 >

M. Posters

Posters are processed, handled, and

discarded following the procedures set forth

for other documents. They should be housed

flat and not folded or kept rolled. The

preservation and proper housing of posters

need not prevent them from being viewed by

the public. Documents usage is a goal of the

Federal Depository Library Program.

Display posters whenever possible.

Depositories may circulate or selectively

house individual posters or series of posters

at other libraries, schools, or other

institutions where they might be seen and

used.

N. Electronic Products

As with other depository material, there can be no disparity of treatment of electronic

products vis-a-vis other library materials.

As a minimum standard, the maintenance of

electronic media distributed through the

FDLP should be comparable to maintenance

standards established for electronic media

acquired by the library through commercial

sources.

Owing to the delicate nature of electronic

materials, they should be housed in

environments that protect them from

bending, scratching, or crushing. Exposure

to dust, temperature extremes, and magnetic

fields (such as telephones, security strip

desensitizers, etc.) should be avoided.

Libraries should obtain furniture or equipment that is specifically designed for

using and housing electronic products. The

preferred solution is an arrangement that

Instructions to Depository Libraries 25 Rev. July 2000
Chapter 4 - Maintenance

both protects the product and allows it to be

readily accessible through local area networking. All electronic products that are stored in cabinets should be placed in a covering such as the jewel cases or protective

sleeves for CD-ROMs.

Chapter 4 in the Federal Depository Library

Manual provides program and procedural

guidance and can be found at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.htinl#4>

Instructions to Depository Libraries 26
Chapter 5 Human Resources

A. Responsible Officials

B. Staffing

C. Training

A. Responsible Officials

The Director of the library designated as a Federal depository is responsible for

ensuring that the depository operation

conforms to the legal requirements of the

Federal Depository Library Program. The

Director or the Director's designee (the

documents coordinator) is responsible for the

coordination of all depository activities

within the library.

These activities include bibliographic

control, reference services, training,

collection development, maintenance, and

other administrative responsibilities.

Program and performance goals for human

resources are stated in the Guidelines for the

Federal Depository Library Program at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelin.htnil>

The responsible official should be a

professional librarian and responsible to the

library administration. Any depository

collection and/or operation outside the

jurisdiction of the Director of the designated

library must be covered by a selective

housing Memorandum of Agreement

(MOA). MOAs are discussed in Chapter 2,

Section F of the Instructions and Chapter 2,

Section 2 of the Federal Depository Library

Manual at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.html#2 >

B. Staffing

Both professional and paraprofessional

staffing levels must be sufficient, in terms of

hours allocated to the depository and in staff

expertise, to meet depository responsibilities

detailed in these Instructions. Professional

and technical support staff should be added

depending on the size and scope of the

library and methods of organization of the

collection.

Public service coverage for members of the

general public using depository resources must be comparable, in terms of hours of

service, degree of assistance and professional

expertise of staff, to that service given to the

library's primary patrons.

C. Training

The library is responsible for providing

training for all staff involved in depository

operations. Opportunities and resources should be provided for the initial and

continuing education of staff on depository

responsibilities and operations. Cross

training staff will enhance depository

services to the general public.

In order to ensure an efficient and effective

depository operation, depository staff

Instructions to Depository Libraries 27 Rev. July 2000
Chapter 5 - Human Resources

members should attend local and national

meetings devoted to depository related

issues. If local depository interest groups

have not been established, then the library

should consider initiating such a group.

GPO sponsors three continuing education

events annually:

\

• The Interagency Depository Seminar is held each spring in Washington, DC.

The seminar is designed for documents . staff with 3 or fewer years experience

handling government information. „ ,

^

• Each fall, in the Washington, DC

metropolitan area, the 3-day Federal

Depository Library Conference is held in

conjunction with the fall Depository

Library Council meeting. -

• Each spring, at a site outside

Washington, DC, a smaller number of

programs are held in conjunction with the

spring Depository Library Council

meeting.

Instructions to Depository Libraries 28
Chapter 6 Physical FaciUties

A. Physical Access

B. Housing

C. Equipment

D. Signage

A. Physical Access

Depository operations must be entirely

situated in an environment that provides

access to and usage of depository resources. The depository operations area should be

well lighted, comfortable, attractive, clean,

and have sufficient work space and seating

for depository patrons.

Documents must be retrievable within 24

hours if they are stored off-site. All facilities

housing depository materials must meet the

standards set forth in the Americans with

Disabilities Act.

Program and performance goals for physical

facilities can be found in Section 7 of the

Guidelines for the Federal Depository

Library Program at

• < http://vrvnv.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelin.html >

B. Housing

Adequate housing must be provided to properly house all depository materials

regardless of format. This housing must be

sufficient to control, protect, and preserve all depository holdings regardless of format.

Map cases, microfiche cabinets, CD-ROM

storage units, etc., are examples of

appropriate housing. Depositories can house

documents in facilities other than the official

depository library. These off-site facilities

must conform to these standards. Additional

guidance can be found in Chapter 4 of these

Instructions.

C. Equipment

The depository library must have equipment

for the public and staff to view and use government information in all media. The

capability to download, copy, and print must

be provided. Microfiche readers and reader

printers must be available to the public.

Consult the Recommended Specifications for

Public Access Workstations in Federal

Depository Libraries issued by GPO annually

to assist libraries with new computer

equipment purchases. The latest specifications are located at

• < http://wvnv.access.gpo.gov/su_docs/

fdlp/computers/rs.html>

All depository libraries are required to meet

minimum technical requirements as revised

and published in Administrative Notes and on GPO Access. The latest requirements are posted at

• < http://wvnv.access.gpo.gov/su_docs/

fdlp/computers/mtr.html >

Instructions to Depository Libraries 29 Rev. July 2000
Chapter 6 - Physical Facilities

The depository operation should be

sufficiently equipped to ensure access to depository holdings regardless of format

within 24 hours

A personal computer that meets or exceeds

the latest minimum technical requirements is highly recommended for use by the

documents staff to ensure effective

depository administration.

Adequate space away from public service areas should be allocated for processing new

depository materials. The documents

coordinator and depository staff members

should have non-public work areas.

D. Signage

Signage and other physical facilities of the

library and parent institution cannot inhibit

public access. Signage should be employed

to facilitate access to depository materials.

Instructions to Depository Libraries
Chapter 7 Public Service

A. Access

B. Reference Service

C. Referrals

D. Public Awareness

A. Access

Free access as defined by GPO means that

any member of the general public can use Government information products in all media at the library without impediments.

Providing free access by the general public

to the resources of the documents collection,

including electronic resources, is a fundamental obligation of all Federal

depository libraries (except for the highest

State appellate court libraries).

During a depository library inspection, LPS

will use a functional approach to determine

compliance with the Minimum Technical

Requirements for Computer Workstations.

Inspectors will focus on the library's ability to provide public access to CD-ROMs, the

FDLP Electronic Collection and GPO

Access. The method selected by the

depository library to meet this public access requirement is a local determination.

Access policies, posting of signs. World

Wide Web pages, and public service hours

for depository patrons must conform to this

requirement. Depository libraries must

ensure that their security or access policies, or those of their parent bodies, do not hinder

public access to depository materials.

Identification may be requested of patrons,

but cannot be required to use depository

materials. Staff must be mindful of local,

state, and Federal privacy laws.

Depository libraries shall post a sign or the

depository emblem in a prominent location,

preferably visible from the exterior of the

library, indicating the library is a Federal

depository and Government information

products can be used by the general public

without charge. Free decals can be obtained

by writing to: U.S. Government Printing

Office, Promotion and Advertising Branch,

Stop: SM, Washington, DC 20401.

Signage or any verbal, electronic, or tangible

message that lunits access to a depository

library must be amended to exempt members

of the public wishing to use the library's

depository collection. Requests for

recommendations on appropriate signage

may be directed to the Chief, Depository

Services, at

• < asklps@gpo. gov > .

Depositories are not required to serve patrons who do not have a depository-related

need to be in the library. Depository users must adhere to the same standards of

behavior expected of other library patrons.

Libraries that implement age restrictions

usually do so for reasons that should be

handled by a library's code of conduct

policy. Use of the depository collection

Instructions to Depository Libraries 31 Rev. July 2000
Chapter 7 - Public Service

cannot be used as a pretext to circumvent

library policies or Title 44, USC, Chapter

19.

GPO recognizes legitimate security concerns

of depository libraries and has permitted

various methods for administrators to heighten security for their facilities and

personnel. Permissible actions include

asking users to sign a guest register, asking

questions that screen users to make sure that

the library has what they need, and even

escorting users to the depository collection.

Such actions in no way violate the

responsibility of depository libraries to provide free access to the depository

collection to the general public under 44

USC section 1911. Under a strict interpretation of the statute, the public patron

may be restricted to using only the

depository collection. Additionally,

depository libraries have the right to bar or remove any individual who poses a threat to library staff, other patrons, or the security of

their collections.

The library director or the director's

designee should ensure that all appropriate

employees are aware of the free access requirements of Federal depository libraries.

If there is any question that current access procedures at a depository could be seen as inhibiting free public access, the library

should contact GPO at the address below:

Chief, Depository Services

Library Programs Service (SLLD)

U.S. Government Printing Office

Washington, DC 20401

Phone:(202) 512-1119

Fax: (202) 512-1432

E-mail: asklps@gpo.gov

Libraries that offer night and weekend

service hours to their primary clientele must

provide comparable service hours to depository patrons.

Publications, loaned to other libraries or

instimtions on an extended loan basis

(selective housing), must be made available

for use by the general public within 24 hours

of the initial request. Circulation of

depository materials is not required but is encouraged.

All depositories should have a written

Internet use policy that follows the guidelines

established for FDLP participants.

Acceptable components are available at

• < http://www.access.gpo.gov/su_docs/

fdlp/mgt/iupolicy.htinI>

Program and performance goals for public

service appear in Section 8 of the Guidelines

for the Federal Depository Library Program

at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelm.html>

B. Reference Service

Depositories are located in libraries so that

members of the general public will have

access to reference tools, knowledgeable

librarians, and other library resources. A

professional librarian should be available to handle depository reference requests.

Reference service offered to members of the

general public using the depository must be

comparable to the reference service provided

to the library's primary patrons. Competent

ready reference service, indexes, and other

tools to locate Government information in

Instructions to Depository Libraries 32 Rev. July 2000
Chapter 7 - Public Service

the collection should be available to all depository patrons. Patrons must be able to locate specific documents in the depository

by title and/or class number or other access

point.

Depository staff must ensure access to depository materials regardless of format.

All depository libraries should have a written

policy regarding public services for

Government information in electronic

formats. This policy should contain

provisions for no-fee access to computer

workstations with CD-ROMs, diskettes, and

the Internet.

For additional information, consult

Depository Library Public Service

Guidelines for Government Information in

Electronic Formats at

• < http://www.access.gpo.gov/su_docs/

fdlp/mgt/pseguide.html>

Each year, some depository libraries undergo

remodeling, undertake a move or otherwise

fmd their operations disrupted. Even under

these circumstances, depositories have a fundamental responsibility to keep depository

services fully available to the public.

Contingency plans should be prepared,

including alternative strategies to be used to

fulfill Government information requests and

techniques for notifying primary clientele,

other libraries, and the public. GPO's

guidance is available at

• < http: //www. access . gpo. gov/sudocs/

fdlp/mgt/remodel.html >

C. Referrals

The Federal Depository Library Program

functions best as a system of cooperating

libraries . As few depositories have

comprehensive documents collections,

depositories must be able to depend on one

another to supply infrequently requested

materials. Libraries should have some

familiarity with the resources available in

neighboring depository libraries and at the

regional library.

To assist librarians with referrals, there are

several services and tools, for example, the

Catalog of U.S. Government Publications at

• <http://vrww.gpo.gov/catalog>

the Locate Libraries function at

• < http: //www. gpo. gov/libraries >

and the Library Directory, which links to Item Lister, at

• < http: //www. access . gpo. gov/su_docs/

fdlp/tools/ldirect.html >

D. Public Awareness

Public service begins with public awareness. Every effort should be made to ensure that

the depository collection is used, and that

publications are not merely stored or placed

in inaccessible locations. Depository

promotion should extend to all potential user groups. Depository outreach in the

surrounding communities should be ongoing.

Activities that increase the visibility of the

depository and its resources, such as cataloging documents and developing

documents web pages, are encouraged.

Instructions to Depository Libraries 33 Rev. July 2000
Chapter 7 - Public Service

Chapter 7 in the Federal Depository Library

Manual at

• < http: //www. access. gpo. gov/sudocs/

fdlp/pubs/fdlm/93f(llm.htiiil#7 >

and the published Proceedings of the Federal

Depository Library Conferences provide

information on promotional activities at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/proceedmgs>

Library web pages are an excellent way to publicize depository collections and services.

Information on web pages must not conflict

with the provisions of Title 44, United States

Code, Chapter 19, Instructions to Depository

Libraries, or other written policies of the

depository library.

Depository libraries are encouraged to develop home pages or bookmarks for

Government information and to work

cooperatively with other depository libraries

in their area to provide links to prominent or

useful sites for the general public.

Instructions to Depository Libraries 34
Chapter 8 Cooperative Efforts

A. Program Administration

B. Regional/Selective Cooperation

C. Local Cooperation

D. Communications with GPO

A. Program Administration

In order to ensure the effective functioning of

the FDLP, depository libraries are expected

to cooperate with GPO, their regional library

and neighboring depositories. The

documents coordinator must have a thorough

knowledge of the current Instructions to Depository Libraries.

Program and performance goals for

cooperative efforts appear in Section 9 of the

Guidelines for the Federal Depository

Library Program at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelin.html >

The FDLP library is responsible for

periodically reviewing and updating its directory information through the FDLP

website at

• < http://www.access.gpo.gov/su docs/

fdlp/tools/ldirect.html >

It is paramount the GPO be informed of any

changes in this information.

Title 44, United States Code, Section 1909,

requires all depository libraries to report on

their condition every two years. The

Government Printing Office uses the Biennial

Survey of Depository Libraries questionnaire

as its vehicle to fulfill this legal obligation.

All depository libraries are required to answer the questionnaire fully and submit it promptly to the Superintendent of

Documents. Failure to return the Biennial

Survey will result in a Noncompliance rating

in the Cooperative Efforts category on the

next Inspection Report and can contribute to the loss of a library's depository status.

Investigations of the conditions in depository

libraries are required by Title 44, United

States Code, Section 1909. The

Superintendent of Documents' inspection

program is designed to ensure that depository

libraries fulfill their obligations under Title

44 and under the regulations established in

these Instructions.

The initial investigation is an evaluation of a mandatory self-study periodically submitted

by the documents coordinator. If need is indicated, an on-site inspection will be

conducted by a library inspector representing

the Superintendent of Documents.

Inspections and reviews of self-studies are conducted by experienced depository

librarians. The Inspection Report and SelfStudy Evaluation are based on these

Instructions to Depository Libraries and on

the Guideluies for the Federal Depository

Instructions to Depository Libraries 35 Rev. July 2000
Chapter 8 - Cooperative Efforts

Library Program. The Instructions and

Guidelines are the accepted standards of

depository library practice identified by the

Depository Library Council to the Public

Printer.

Selective depositories are rated in collection

development, bibliographic control,

maintenance, human resources, physical

facilities, public service, and cooperative

efforts. Regional depositories are also rated

on fulfilling their regional responsibilities.

Depository operations which earn non- compliance ratings in three or more of these

categories are placed on probationary status for not less than six months under provision

of Title 44, United States Code, Section

1909. To determine whether the depository

operation is restored to good standing, it is re-inspected. If the probationary library has

failed to eliminate most of the deficiencies

and remains non-compliant after its second

inspection, the Superintendent of Documents

may rescind the library's depository status.

A Self-Study Evaluation is sent to the

documents coordinator and regional librarian

prior to an on-site inspection. The library

director, documents coordinator, and the

regional librarian each receive a copy of a Self-Study Evaluation if no inspection is scheduled. The Inspection Report is mailed

to the library director, documents

coordinator, and the regional librarian.

Additional information on the inspection

process can be found in Chapter 8 of the

Federal Depository Library Manual at

• < http://w^w.access, gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.htinl#8>

Self-study information is available from the

FDLP Desktop at

• < http://www.access.gpo.gov/su_docs/

fdlp/selfstudy/ >

B. Regional/Selective Cooperation

The effectiveness of the FDLP depends on

close cooperation between selective Federal

depositories and their regional Federal

depository. Regionals play a vital role in the

FDLP and their unique role is detailed in the

following chapter.

Selective depositories must follow the

direction of their regional librarian when

discarding depository materials. In order to reduce the burden on regional depository

operations, discards of depository materials

should be done on a regular basis, annually

at a minimum.

C. Local Cooperation

The FDLP functions best as a system of

cooperating libraries. No single depository can meet all potential community needs.

Frequent communication among neighboring

depositories is encouraged. Depository

collection development, promotional

activities, and continuing education activities

should be accomplished in conjunction with

neighboring depositories.

To foster accurate referrals and build

balanced collections, depository staff should

have some knowledge of the resources of

neighboring depositories. Interlibrary loan

should be facilitated between depositories.

GPO encourages the development of State

Plans, depository union lists, and other

cooperative projects. GPO and its partners

have developed web tools, e.g., Item Lister

and Documents Data Miner, to assist

cooperative ventures.

Instructions to Depository Libraries 36 Rev. July 2000
Chapter 8 - Cooperative Efforts

D. Communications with GPO

All responses to GPO surveys, etc., must be

returned in a timely maimer. This includes,

but is not limited to, item surveys, self- studies, the Biennial Survey, and the annual

item selection updates.

When writing, faxing, or e-mailing to the

Superintendent of Documents and the

Library Programs Service, always mention

that the instimtion is a depository library,

and include the assigned depository library

number on all correspondence. Use the

depository library number that appears in the

Federal Depository Library Directory. Each

depository library number is comprised of

four digits, sometimes followed by an

assigned letter. If a library number includes an assigned letter, the letter must be used.

Depository staff are encouraged to use the

askLPS service via e-mail at

• < asklps@gpo . gov >

or at

• < http: //www. access . gpo . gov/su_docs/

fdlp/tools/asklps.html >

for questions and problem resolution.

In some instances, GPO staff will request the use of GPO Form 3794 "Depository Library

Inquiry Form." (See Exhibit K for sample

and instructions.) This will significantly

expedite GPO's response to the inquiry.

Some inquiries result in corrections to SuDocs classification numbers, item

numbers, etc. These changes are published

in Administrative Notes Technical

Supplement and posted to WEBTech Notes at

• < http://vmw.access.gpo.gov/su_docs/

fdlp/tools/webtech.html>

Instructions to Depository Libraries 37 Rev. My 2000

Chapter 9 Regional Services

A. Designation

B. Responsibilities

C. Discard Listing Process

D. Regional Administration

E. Regional Consultation

A. Designation

Libraries designated to be regional

depositories must already be Federal

depositories and signify their interest in

being designated a regional. Designation as a regional depository requires prior approval

by the library authority of the State or Commonwealth. A U.S. Senator or Resident

Commissioner must make the designation.

No more than two regionals may be

designated for each State or Commonwealth.

Program and performance goals for regional

libraries appear in Section 10 of the

Guidelines for the Federal Depository

Library Program at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/guidelin.litnil>

B. Responsibilities

In addition to fulfilling the requirements of

selective depositories, regional depositories

must receive and retain at least one copy of

all Government publications made available

under the FDLP in printed form,

microfacsimile, or tangible electronic format.

Regionals may discard depository materials

that have been authorized for regional

discard by the Superintendent of Documents,

such as superseded items, those later issued

in bound form, and under certain conditions

substituting electronic for tangible versions

at

• < http

//www. access . gpo. gov/su_docs/

fdlp/coll-dev/subguide.html >

The principal responsibility of a regional

depository library is to ensure the

comprehensiveness and integrity of the

State's or region's Federal depository

resources. The regional can accomplish this

in two ways:

1 . Purposeful collection development aimed

at developing a comprehensive

Government documents collection under

the control of the regional library; and,

2. Supervising the discard listing process in

the State or relevant region to ensure that

useful documents are retained or offered

to other selectives.

Development of a comprehensive

Goverrmient documents collection can be

greatly aided by developing a State Plan for

Federal documents. Helpful hints on

developing a State Plan can be located at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/proceedings/98pro2.html >

Instructions to Depository Libraries 39 Rev. July 2000
Chapter 9 - Regional Services

By law, designated regional depositories

must provide interlibrary loan and reference

service to both depository and nondepository libraries within the region they

serve. Regional libraries should be able to duplicate microfiche, CD-ROMs, and floppy

diskettes for selectives.

C. Publication Disposal Process

Title 44, United States Code, Section 1912,

authorizes regional depositories to permit

selective depository libraries for which they

have responsibility to dispose of Government

publications which have been retained for at least five years. Discarding is a privilege

granted by the regional and not a right of the

selective. The regional library may refuse to grant permission for disposal of any

publication that it feels should be kept by one

of its depositories for a longer period of

time.

The regional library should issue detailed

written instructions to its selectives on the

prescribed discard procedures. Upon request

for permission to dispose of publications, the

regional library may ask the selective

depository to prepare a list of the

publications. This list can contain the

current item number, series title, SuDocs

classification number, extent of the holdings

to be disposed of, and any other relevant

information needed by the regional librarian.

Other discard approval options that regionals

may consider are:

• An in-person review by the regional of

publications to be discarded; and/or

• Require selectives to check discards

against the regional 's or a union "needs"

list. A regional may also exempt specific

categories or formats from the listing

requirement.

The instructions should deal only with

procedures deemed necessary for the

efficient operation of depositories within

their jurisdiction, to enable the libraries to better serve the needs of the community.

Ideally, such instructions are part of a State

Plan and have been negotiated between the

regional library and the selective libraries.

If a list is required, the regional librarian will

check the disposal lists for any publications

that may be missing from the regional

Government publications collection. The

regional should ensure that at least one copy

of all Government publications made

available through the FDLP, in paper,

microfiche, or tangible electronic format,

(except those authorized to be discarded by

the Superintendent of Documents) are retained by a depository within the State or

region. Regionals should retain the

selective 's discard lists or other requests for

disposal for one year after the discards have

been made.

In reviewing the materials to be discarded,

the regional librarian should keep in mind

that the intent of the law is not just that the

regional itself should have a comprehensive

collection, but that discarding does not

significantly erode the effectiveness of the

State's Federal depository library resources.

It is acceptable for a regional to refuse a

selective 's request to discard materials if the

publications offered for discard should be

available in that part of the State, or that the

State as a whole should have more than one

(regional) copy of that particular publication, or for any other justifiable reason.

A State Plan for Federal Government

publications collection development should

Instructions to Depository Libraries 40 Rev. July 2000
Chapter 9 - Regional Services

provide the framework for determining what

is acquired by whom. The State Plan should

also address statewide implications of

substituting electronic-only versions of

depository publications for heretofore

tangible versions. As noted above, the

regional must ensure a tangible version is maintained within the State or region.

Selective depository libraries must be

instructed that disposition of unwanted

Federal Government publications should be

made in the following prescribed manner.

Publications should first be offered to other

depository libraries in the State or States

served by the regional. Selectives are then

encouraged to post the materials on the

Needs and Offers list website, and offer the

publications to a non-depository library or educational institution in the area which

would be able to make them available to the

public. If a list of available publications was

not produced by a selective depository, they

must submit a written description to the

regional of the methods used to offer

materials to other institutions.

After making a reasonable effort to find a

recipient, documents may be disposed of in

any appropriate manner. However, if such

disposition takes the form of a sale, either as second-hand books or waste paper, the

proceeds, along with a letter of explanation,

must be sent to the Superintendent of

Documents, since all depository publications

remain the property of the United States

Government.

If a depository library relinquishes its status,

the regional will instruct the library

regarding the disposition of its depository

collection. This disposition should be made

as noted above. However, at the regional'

discretion the library may be permitted to retain all or part of its depository collection.

D. Regional Administration

Regional libraries should maintain a file for

each of the selective depositories they serve. Each file should include copies of a self- study, Self-Study Evaluation, Inspection

Reports, selective housing agreements,

correspondence, disposal requests, and other

relevant information.

Regional depository libraries have no

jurisdiction over depository libraries in the

various agencies of the Federal Government

or the highest appellate court in the state. Federal agency depository libraries are designated by Title 44, United States Code,

Section 1907 and are responsible only to the

Superintendent of Documents and their

parent agency. In the spirit of cooperation,

the regional library is encouraged to invite

representatives from Federal agency

depository libraries to participate in local

depository-related meetings.

Regionals as well as selectives have the right

to selectively house depository materials at locations other than the designated library.

Information concerning selective housing is available in Chapter 2, Section F of these

Instructions and Chapter 2, Section 2 of the

Federal Depository Library Manual at

• < http://www.access.gpo.gov/su_docs/

fdlp/pubs/fdlm/93fdlm.htinl#2 >

£. Regional Consultation

Regional librarians are fully involved in the

designation and termination of selective

depository libraries. Before a library

formally applies for status as a depository,

the librarian applying for status is urged by

the Government Printing Office to contact

and consult with the regional librarian. The

Instructions to Depository Libraries 41 Rev. July 2000
Chapter 9 - Regional Services

regional depository is responsible for giving

new depositories any necessary information

regarding interlibrary loan, reference, and

other services the regional provides.

The continuing education of all documents

librarians in the State or region is in the self- interest of the regional library. Regional

libraries should take a leadership role in

organizing documents-related workshops and

meetings.

The regional librarian should be familiar

with each depository's operation and be able

to assess the needs of the selectives they

serve. This can be achieved through

periodic visits, regular communication, and

by reading self-studies, Self-Study

Evaluations, and Inspection Reports.

Regional librarians should also take an active

part in the inspection process. They should

make every effort to accompany the GPO

library inspectors on their periodic inspection

visits. Regional librarians also benefit from

this unique opportunity to observe the entire

depository operation in their area. At a minimum, they should contact the libraries

before and after an inspection to offer

assistance.

Instructions to Depository Libraries 42 Rev. July 2000
Exhibits

A. Depository Shipping List - Paper

B. Depository Shipping List - Microfiche

C. Depository Shipping List - Electronic

D. Depository Shipping List - Separates

E. Depository Shipping List - NIMA Maps

F. Depository Shipping List - USGS Maps

G. Administrative Notes Technical Supplement

H. Selective Housing Memorandum of Agreement

L Surveys

J. Amendment of Item Selections

K. Depository Library Inquiry Form

Instructions to Depository Libraries 43 Rev. July 2000

Exhibit A

Depository Shipping List - Paper

GPO Form 3452

Box Number 2000-154

Depository Shipping List No. 2000-0165-p

Date March 8, 2000 Page 1 of

Claims for nonreceipt of publications on this list selected by your library must be made within 60 calendar days of receipt of

this shipment. Please mail or fax a copy of this List indicating the item(s) that are missing by circling them. ITEM NO. CLASSIFICATION NO. TITLE

0231-G-03

0260-C

0573-C

0923-A-02

0994- B

0995- A

0997 0998-A

C 1.76:2529

C 1.76:2530

C 1.76 :2531

C 1.76:2532

C 21.5/4 :1231/3

AE 2.106:65/30

AE 2.106:65/31

T 63.113/2-2:2000/2/11

X 1.1/A:146/13

X 1.1/A:146/14

Y 1.1/3:106-11 Y 1.1/3:106-12

Y 1.1/7:106-182

Y 1.1/7:106-193

Y 4. EC 7:EC 7/2000-1

Y 1.2/2:2000/11

Y 1 1/8 106 -492/PT.

Y 1 1/8 106 -493

Y 1 1/8 106 -494/PT.l

y 1 1/8 106 -495 y 1 1/8 106 -496

DISTRIBUTION IS BEING MADE ACCORDING TO THE 2000 ANNUAL UPDATE (i.e., RETURNED BY July 31, 1999).

Commerce Business Daily, Issue No. PSA-2529, February 8, 2000, * Commerce Business Daily, Issue No. PSA-2530, February 9, 2000, * Commerce Business Daily, Issue No. PSA-2531, February

10, 2000, * Commerce Business Daily, Issue No. PSA-2532, February

11, 2000,

Official Gazette Of The United States Patent And

Trademark Office, Trademarks, Vol. 1231, No. 3, February

15, 2000, * Federal Register, Vol. 65, No. 30, February 14, 2000, * Federal Register, Vol. 65, No. 31, February 15, 2000, * Daily Treasury Statement, Cash And Debt Operations Of The United States Treasury, February 11. 2000, * 106-2 Congressional Record: Vol. 146, No. 13, February

14, 2000, * 106-2 Congressional Record: Vol. 146, No. 14, February

15, 2000, * 106-1: Senate Document No. 106-11

106-1: Senate Document No. 106-12

106-2: House Document No. 106-182

106-2: House Document No. 106-193 Economic Indicators, January 2000, * 106-1&2: Calendars Of The United States House Of Representatives And History Of Legislation, Legislative

Day 11, Calendar Day 11 February

106- 2 : House Report No. 106-492,

106- 2 : House Report No. 106-493

106- 2: House Report No. 106-494,

106- 2 : House Report No. 106-495

106- 2: House Report No. 106-4 96

Number of Titles: 40

Mail Claims To: u.s. government printing office library PROGRAMS SERVICE (SLDM) PAPER CLAIMS WASHINGTON, D.C. 20401

Or Fax Claims To: (202)512-1429

-I- Short - Rainchecks will be issued % Short - No rainchecks will be issued. Do not claim

* For Sale. See the GPO Sales Product Catakig at URL:

httpV/www.acc ess.gpo.gov/su_docs/sale.html

Signature of librarian authorized to make claim SL # 2000-0165-P Institution

.LIB#

Instructions to Depository Libraries 45 Rev. July 2000
Exhibit B

Depository Shipping List - Microfiche

GPOForm 3452

Box Number 2000-183

Depository Shipping List No. 2000-0398-M

Date March 31, 2000 Page 1 of 1

Claims for nonreceipt ofpublications on this list selected by your library must be made within 60 calendar days of rece^3t of

this shipment. Please mail or fax a copy of this list indicating th^e item(s) that are missing by circling them. ITEM NO. CLASSIFICATION NO. TITLE

0013-A

0024-C-02

0144-A-06

0247

0273-D-13

A 1 .38:1487/999

A 1.38:1562

A 88 . 16/4 :68/02

A 67.18:FD 2-99

A e7.18:FDMI 1-00

A 67.18 ;FHORT 02-00

A 67.18:WAP 01-00

A 13.78:FPL-RP-581

C 3 .164:920/999-10

C 3.164:920/999-11

C 13 .10/3 : 999

C 13.10/3:2000/INTERIM

C 55.215:664/PT.l

C 55.215:664/PT.2

DISTRIBUTION IS BEING MADE ACCORDING TO THE 2000 ANNUAL UPDATE (i.e., RETURNED BY July 31, 1999).

Careers In APHIS: An Investment In Your Future... U.S. Department of Agriculture

Advisory And Assistance For Aquaculture And Aquatic

Animal Health... Miscellaneous Publication No. LS62... U.S. Department Of Agriculture

Livestock, Meat And Wool Weekly Summary And

Statistics... Vol 68, No. 02... U.S. Department Of Agriculture... January 15, 2000

Dairy: World Markets And Trade... Circular Series FD

2-99... U.S. Department Of Agriculture... December 1999 Dairy Monthly Imports... Circular Series FD MD 1-00...

U.S. Department of Agriculture... January 2000 World Horticultural Trade And U.S. Export

Opportunities... Circular Series FHORT 02-00... February

2000 World Agricultural Production. . .Circular Series WAP

01-00... U.S. Department Of Agriculture... January 2000 Performance Of Back-Primed And Factory-Finished

Hardboard Lap Siding In Southern Florida... Research

Paper FPL-RP-581 . . . U.S. Department Of Agriculture

FT 920 U.S. Merchandise Trade: Selected Highlights, October 1999... U.S. Department Of Commerce

FT 920 U.S. Merchandise Trade: Selected Highlights, November 1999... U.S. Department of Commerce

Report Of The 84th National Conference On Weights And

Measures... U.S. Department Of Cotranerce National Conference On Weights And Measures... Interim Meeting Agenda January 18-23, 2000... U.S. Department Of Commerce. . . December 1999 Solar-Geophysical Data Prompt Reports... Number 664 - Part I... U.S. Department Of Comtoerce. . . December 1999 Solar-Geophysical Data Comprehensive Reports... Number

664 - Part II... U.S. Department Of Commerce... December

1999

Number of Titles: 14

Mail Claims To: U.S. government printing office library PROGRAMS SERVICE (SLDM) PAPER CLAIMS WASHINGTON, D.C. 20401

Or Fax Claims To: (202) 512-1429

+ Short - Rainchecks will be issued % Short - No rainchecks will be issued. Do not claim For Sale. See the GPO Sales Product Catalog at URL:

httpy/www.acc ess. gpo.gov/su_docs/sale.html

Signature of librarian authorizBd to make claim SL# 2000-0398-M Institution

.LIB#

Instructions to Depository Libraries 46 Rev. July 2000
Exhibit C

Depository Shipping List - Electronic

GPO Form 3452

Box Number 2000-029

Depository Shipping List No. 2000-0029-E

Date March 2, 2000 Page 1 of 1

Claims for nom-eceipt of publications on this list selected by your library must be made within 60 calendar days of receipt of

this shipment. Please mail or fax a copy of this list indicating the item(s) that are missing by circling them. ITEM NO. CLASSIFICATION NO. TITLE

03oe-c-oi

0327-P

0499-H-02

0624-H

0626-D-04

0626-D-19

0806-A-20

0968-H-31

D 1.6/4-5:999/9

D 1.6/4-5:999/10

D 101.22:25-30/2000/l/CD

HE 22.414/2:999/2

I 19.76:97-470-G/VER.l-0

I 19.76:99-546

I 19.76:99-547

I 19.212/4:AR 4 K/DISC.1-2

I 19.212/19:M 28/DISC.1-2

LC 19.23:999/5

LC 19.23:2000/1

J 29.9/6-2:994-98

DISTRIBUTION IS BEING MADE ACCORDING TO THE 2000 ANNUAL UPDATE (i.e., RETURNED BY July 31, 1999).

JFTR and JTR, The Official Electronic Windows Version,

Update Diskette No. 1-3, September 1999, (FLOPPY) JFTR and JTR, The Official Electronic Windows Version,

Update Diskette No. 1-3, Octobec 1999, (FLOPPY) Army Electronic Library, DA PAM 25-30, E-Publications,

etc., January 1, 2000, (CD-ROM) Medicare Unique Physician Identification Number 2000, (CD-ROM) , NOTE: THE COVER READS NUMBER 2000 IN ERROR, IT SHOULD READ NUMBER 1999. Map Showing Geology, Oil And Gas Fields, And Geologic

Provinces of Iran, Version 1.0, U.S. Geological Survey,

Open File Report, 97-470-G, 1999, (CD-ROM)

Digital Bedrock Geologic Map Of The Ashland And Northern

Part Of The Ironwood 30'X60' Quadrangles, Wisconsin And

Michigan, U.S. Geological Survey Open-File Report

99-546, 2000, (CD-ROM) Preliminary Digital Geologic Map Of The Penokean (Early

Proterozoic) Continental Margin In Northern Michigam And

Wisconsin, U.S. Geological Survey Open-File Report

99-547, 2000, (CD-ROM) A Gap Analysis Of Arkansas AR-QAP, Final Report And

Data, DISC 1-2, June 1998, (CD-ROM) A Gap Analysis Of Maine ME-GAP, Final Report And Data, DISC 1-2, October 1998, (CD-ROM)

Braille Book Review, Talking Book Topics,

September-October 1999, (FLOPPY)

Braille Book Review, Talking Book Topics,

January- February 2000, (FLOPPY) Sourcebook Of Criminal Justice Statistics, 1994-1998 Annual Editions, December 1999, (CD-ROM), *

Number of Titles: 12

Mail Claims To: u.s. government printing office library PROGRAMS SERVICE (SLDM) PAPER CLAIMS WASHINGTON, D.C. 20401

Or Fax Claims To: (202) 512-1429

+ Short - Rainchecks will be issued % Short - No rainchecks will be issued. Do not claim

For Sale. See the GPO Sales Product Catalog at URL:

http^/www.acc ess.gpo.gov/su_docs/sale.html

Signature of librarian authorized to make claim SL # 2000-0029-E Institution

-LIB*

Instructions to Depository Libraries 47 R^y- July 2000
Exhibit D

Depository Shipping List - Separates

GPOForm 3452

Box Number 2000-008

Depository Shipping List No. 2000-0008-s

Date December 8, 1999 Page 1 of

Claims for nonieceipt of publications on this list selected by your library must be made within 60 calendar days of receipt of

this shipment. Please mail or fax a copy of this list indicating the item(s) that are missing by circling them. ITEM NO. CLASSIFICATION NO. TITLE

0191-B-13 C 55.418/7;11321/999

C 55.418/7:11327/999

C 55.418/7:11361/999-2

C 55.418/7:11401/999

C 55.418/7:11524/999

C 55.418/7:11544/999

C 55.418/7:12214/999

C 55.418/7:12248/999

C 55.418/7:12254/999

C 55.418/7:12270/999

C 55.418/7:12273/999

C 55.418/7:12318/999

C 55.418/7:13200/999

DISTRIBUTION IS BEING MADE ACCORDING TO THE 2000 ANNUAL UPDATE (i.e., RETURNED BY July 31, 1999).

THIS SEPARATE SHIPMENT IS BEING MAILED IN THIRTEEN (13) SEPARATE PACKAGES FROM

CONTRACTORS

United States - Gulf Coast Texas, San Luis Pasa to East Matagorda Bay, Loran-C, 11321, September 11, 1999 United States-Gulf Coast, Texas, Upper Galveston Bay, Houston Ship Channel Dollar PT to Atkinson I, 11327,

August 28, 1999 United States - Gulf Coast, Louisiana, Mississippi River

Delt:a, Loran-C, August 21, 1999 United States - Gulf Coast, Florida, Apalachicola Bay To

Cape San Bias, Loran-C, 11401, October 9, 1999 United States - East Coast, South Carolina, Charleston

Harbor, 11524, September 11, 1999 United States - East Coast, North Carolina, Portsmouth

Island to Beaufort, Including Cape Lookout Shoals,

Loran-C, October 9, 1999 United States - East Coast, New Jersey - Delaware, Cape

May To Fenwick Island, Loran-C, 12214, September 25, 1999 United States - East Coast Chesapeake Bay - Virginia,

James River, Newport News To Jamestown Island. 12248,

August 28, 1999 United States - East Coast, Virginia, Chesapeake Bay, Cape Henry To Thimble Shoal Light, 12254, October 23, 1999, * United States - East Coast Maryland, Chesapeake Bay, Eastern Bay And South River, 12270, October 16, 1999 United States - East Coast, Maryland, Chesapeake Bay, Sandy Point To Susquehanna River, Loran-C, 12273, October 2, 1999 United States - East Coast, New Jersey, Little Egg Inlet

To Hereford Inlet, Loran-C, September 18, 1999 United States-East Coast, Georges Bank and Nantucket

Shoals, 13200 Loran-C, September 18, 1999

Number of Titles: 27

Mail Claims To: u.s. GOVERNMENT PRINTING office library PROGRAMS SERVICE (SLDM) PAPER CLAIMS WASHINGTON, D.C. 20401

Or Fax Claims To: (202) 512-1429

+ Short - Rainchecks will be issued % Short - No rainchecks will be issued. Do not claim

* For Sale. See the GPO Sales Product Catalog at URL:

httpyAvww.access.gp)o.gov/su_docs/sale.html

Signature of librarian authorized to make claim SL # 2000-0008-S Institution

-LIB #

Instructions to Depository Libraries 48 Rev. July 2000
Exhibit E

Depository Shipping List - NIMA Maps

GPO Form 3452

Depository Shipping List No. 2000-2005-s

Box Number

2000-404 Date April 3, 2000 Page 1 of 1

Claims for nonreceipt of publications on this list selected by your library must be made witlun 60 calendar days ofreceipt of

this shipment. Please mail or fax a copy of this list indicating the item(s) that are missing by circling them. ITEM NO. CLASSIFICATION NO. TITLE

DISTRIBUTION IS BEING MADE ACCORDING TO THE 2000 ANNUAL UPDATE (i.e., RETURNED BY July 31, 1999)

0378-E-26 D 5.356:61280/999

D 5.356:62024/999

D 5.356:62040/999

D 5.356:62447/999

THIS SEPARATE SHIPMENT IS BEING MAILED IN ONE

(1) SEPARATE PACKAGE FROM LIBRARY PROGRAMS

SERVICE, WASHINGTON D.C.

Africa-East Coast, Somalia, Raas Garmaal to Raas Binna, Scale 1:300,000, 61280, November 6, 1999 Arabian Sea, Oman - East Coast, AL Masirah to RA's Raysut Including Suqutra Island, Scale 1:1,000,000,

62024, November 27,1999

Arabian Sea, Yemen, Suqutra and Adjacent Islands, Scale

1:300,000, 62040, November 6, 1999 Persian Gulf, United Arab Emirates Ash Shariqah, Scale

1:10,000, 62447, December 4, 1999

**NIMA MAPS**

Number of Titles:

Mail Claims To: U.S. government printing office library PROGRAMS SERVICE (SLDM) PAPER CLAIMS WASHINGTON, D.C. 20401

Or Fax Claims To: (202) 512-1429

+ Short - Rainchecks will be issued % Short - No rainchecks will be issued Do not claim

* For Sale. See the GPO Sales Product Catalog at URL:

httpy/www.access.gpo.gov/su_docs/saIe.html

Signature of librarian authorized to make claim LIB #

SL# 200Q-2005-S Institution

Instructions to Depository Libraries 49 Rev. July 2000
Exhibit F

Depository Shipping List - USGS Maps

USGS

National Mapping Program

Date: MAY 04, 2000

Depository Library Sending

Shipping Hst: 2000-21 -TQ

0619-M-02 StSeq#TAK0641 BEADFIELD CANAL A-1 AK

::i:;:::Scale^"":^ 063

0619-M-02 TAK1283 JUNEAU A-1 AK 063

0619-M-02 TAK1284 JUNEAU A-2 AK 063

0619-M-02 TAK1291 JUNEAU B-3 AK 063

0619-M-02 TAK1423 KETCHIKAN C-2 AK 063

0619-M-02 TAK1424 KETCHIKAN C-3 AK 063

0619-M-02 TAK1429 KETCHIKAN D-2 AK 063

0619-M-02 TAK2349 SEWARD A-6 AK 063

0619-M-05 TCA2305 SHUBRICK PEAK CA 024

0619-M-05 TCA2518 TRIUNFO PASS CA 024

0619-M-13 TIL0777 STONEFORT IL 024

0619-M-18 TLA0157 COMITE LA 024

0619-M-21 TMA0377 GREAT BARRINGTON MA.NY 025

b619-M-21 TMA0378 OTIS MA 025

0619-M-21 TMA0392 PITTSFIELD EAST MA 025

0619-M-21 TMA0369 STOCKBRIDGE MA, NY 025

0619-M-22 TM10366 GRAND RAPIDS WEST Ml 024

0619-M-33 TNC0050 BELMONT NO 024

0619-M-33 TNC0516 NEW RIVER INLET NC 024

0619-M-29 TNH0192 MOUNT CARRIGAIN NH 024

0619-M-29 TNH0058 MOUNT MOOSILAUKE NH 024

0619-M-29 TNH0084 PLYMOUTH NH 024

0619-M-29 iTNH0213 SILVER LAKE NH 024

0619-M-29 ITNH0097 SOUTH TWIN MOUNTAIN NH 024

0619-M-29 TNH0214 STAIRS MOUNTAIN NH 024

Claims for Non-receipt of USGS Maps: Claims for maps previously selected must be made within 60 days. To file a claim, circle

the missing item numbers and send a copy of this shipping list to the address shown below. Please complete the applicable

information.

Date: Claim Approval:

Library # State(s) Claimed:

Library Address: DMLP Series Selected:

Ehone:

U.S. Geological Survey MS 306, Attn.: Receiving Denver, CO 80225

Tel. (303) 2024703 Fax (303) 2024694

Instructions to Depository Libraries 50 Rev. July 2000
Exhibit G

Administrative Notes Technical Supplement

Administrative Notes

Technical Supplement

U.S. Government Printing Office Library Programs Service

Vol. 7, no. 06 GP 3.16/3-3:7/06 June 30, 2000

Update to Federal Depository Library Directory

LIBRARY NO. ENTRY STATUS

0396 Pratt Institute-Library 200 Willoughby Avenue

Brooklyn, NY 1 1205

Dropped

Classification/Cataloging Update

June 2000 ^ , ^ 2000-06

CLASS ITEM SHIPPING

LIST#

TITLE STATUS

A 1.107:729 0042-C 1 997-07 13-M Food Cost Review, 1995 Change class to: A

1.107/2:995 A I3.2:F 52/2/10/LAKE

0084 2000-0200-P Lalce Eva Cabin, Baranof Island, Fish and Wildlife Opportunities, Alaska, 2000

Typo on shipping list. Correct class is: A 13.2:F 52/10/LAKE

AE

2.106/2:000-02 0573-D Direct Mail List of CFR Sections Affected, Feb. 2000

Error on microfiche header. Correct class is: AE

2.106/2:2000/2. C3.158/2:M 3-

l-(OO)- 01/CORR.

0142-A 2000-0 189-P Current Industrial Reports, Manufacturers' Shipments,

Inventories, and Orders, January 2000

Change class to: C

3.158:M 3-l-(00)-01

C3.158/2:M3-

1-(00)-02 0142-A 2000-0223-P Current Industrial Reports, Manufacturers' Shipments,

Inventories, and Orders, February 2000

Change class to: C

3.158:M3-1-(00)-02

C 63.2:IM 7 0231-S-Ol 2000-0507-M The Effect of Imports of Gears and

Gearing Products on the National

Security, An Investigation Conducted Under Section 232 of the Trade...

Typo on mf shipping list. Correct class is C 63.2:IM

7/2

Instructions to Depository Libraries 51 Rev. July 2000
Exhibit H

Selective Housing Memorandum of Agreement

Agreement for Selectiye Housing of U.S. Depository Documents

This AGREEMENT is made on (date) by and between Gendiog) Library and (receiving) Library.

This Agreement is entered into for the purpose of: (speciiy)

The documents are lent for (specify time) but remain thb property of the U.S. Government Printing Office under

the control of (lending) Library.

In pursuance of this Agreement (receiving) Library agrees to:

1) Assign the responsibility for carrying out the provisions of this Agreement for the U.S. Government

publications deposited or loaned by (lending) library to the (Reference, Medical, etc.) Librarian of the

(receiving) library.

2) Make available for free and unrestricted use all U.S. Government publications to the general public.

3) Lend to (lending) Library any U.S. Government publication that is selectively housed for a period up to (specify length of time).

4) Maintain all U.S. Government publications selectively housed in compliance with Title 44, United States Code; Instructions to Depository Libraries; Guidelines for tiie Depository Library ^'stem,

Superseded List, etc.

5) Inventory, identify, and maintain a public record of the U.S. Government publications selectively housed

under this Agreement.

6) Retain any classification numbers, stan^)s, and notes as supplied by (lending) Library.

7) Return to (lending) Library all U.S. Government publications which were selectively housed and which

are no longer considered useful.

8) Replace any lost document,

(lending) Library agrees to:

1) Transfer and continue to send documents which include, but are not limited to (specify publications of

agencies, series, subjects, etc.) to (receiving) Library.

2) Keep records indicating the location of documents involved in this Agreement.

3) Abide by any borrowing Agreement made with (receiving) Library.

4) Provide selection lists and surveys and assist the (receiving) Library with development of the collection.

5) Accept all documents upon termination of this Agreement.

This Agreement may be terminated by written notice from either parfy (specify) days in advance before all documents are returned to (lending) Library.

Director: (signature) (date) Director: (signature) (date) (lending) Ubnry (receiving) Library

Instructions to Depository Libraries 52 Rev. July 2000
Exhibit I Surveys

Item Selection Survey 99-002

(7 publications)

Survey Schedule: May 24 through June 4, 1999.

Attention: Eveiy depository library

- Selective OR Regional - MUST respond to this Survey

(For use by Federal Depository Libraries ONLY)

Contact Person: Joe Paskoski,

jpaskoski@gpo.gov; voice: 202-512-

1698; FAX: 202-512-0877

Enter Your depository library

namber: I (Examples: 0001, 0024A, 0681, 0681 A)

Enter your password: 1

Enter your email address:

(Please enter your e-mail address if you wish a confirmation of your

Survey response.)

Publication # 1

Item number: 0729-G-Ol

SuDocs numben JU 10.25:

Format- CD-ROM

Frequency: Irregular

Title: Court Testimony and Miscellaneous Information

Description: Miscellaneous court testimony and products from Administrative

Office ofU.S. Courts. Page counts and software requirements will vary upon

release.

Do you want to select item number 0729-G-Ol for your library?

<~ YES <~NO

Instructions to Depository Libraries 53 Rev. July 2000
Exhibit J

Amendment of Item Selections

FDLP

Desktop

Amendment of Item Selections

(For use by Federal Depository Libraries ONLY)

Enter your depository library number:

(Examples: 0001, 0024A, 0681, 0681A)

Enter your password;

Enter your email address: { 1

(Please enter your e-mail address if you wish a confirmation of your selection amendments.)

Drops:

Drop Item: Drop Item: Drop Item: Drop Item: Drop Item: Drop Item: Drop Item: Drop Item: Drop Item: I Drop Item: Drop Item: Drop Item: Drop Item: Drop Item: Drop Item:

HELP!

(the panic button)

(Examples:

0001, 0553, 0017-A, 0018-C-Ol)

Adds:

Add Item: Add Item: Add Item: Add Item: Add Item: 1 Add Item: 1 Add Item: Add Item: Add Item: 1 Add Item: Add Item: Add Item: Add Item: Add Item: i Add Item:

A service of the Superintendent of Documents, U.S. Government Printing Office

Questions or comments: asklps@gpo.gov

Instructions to Depository Libraries 54 Rev. July 2000
Exhibit K

Depository Library Inquiry Form

OPO FOnM 37S4

(H 10-90)

selection Inquiry DEPOSITORY LIBRARY INQUIRY FORM

Electronic Microfiche Paper Map

D Selection Inquiry Fugitive Publication Name of Librarian n Classification Inquiry Item Number Inquiry ^

Cataloging Inquiry Area Code/Telephone No. Fax No. n Claim Inquiry Claim for Automatic/Direct Mail Depository Shipping List Inquiry Other

Depository Shipping List No. and Date

Title & Government Issuing Office

Date Lib. No.

Classification No.: Item No.: Monthly Catalog Entry No.:

Details of Request

For Use By GPO

Reply

Name Date INSTRUCTIONS: Mail copies 1 and 2 to: U.S. Government Printing Office Library Programs Service (SLLA)

Washington, D.C. 20401

Retain copy 3 for your files. Print or type your address in the area provided below to ensure a prompt response.

u s. GOVERNMENT PRINTING OFFICE | IQJf SUPERINTENDENT OF DOCUMENTS l-lUTr WASHINGTON. D C- 2M02 Institution

OFFICIAL BUSINESS Address LPS ACTION

Instructions to Depository Libraries 55 Rev. July 2000

Appendix A - GLOSSARY

Administrative Notes

Administrative Notes

Technical Supplement

Biennial Survey

Catalog of U.S. Government

Publications

Claim

Cooperative Publication

Depository

Depository Library Number

Direct Mail

Discards

Documents Data Miner

Federal Depository Library

Manual

Federal Depository Library

Program (FDLP)

Guidelines

Monthly policy newsletter of the FDLP (GP 3. 16/3-2:)

providing information on topics related to Federal

Government information

Monthly newsletter containing updates and corrections for

item numbers, SuDocs classification numbers, etc. (GP

3.16/3-3:)

Legally mandated GPO survey of conditions in depository

libraries conducted every other year

Web version of the Monthly Catalog of United States

Government Publications

Depository library's request for an item rightfully due if selected under the FDLP but not initially received

Government publication required to be self-sustaining (cost

recovery) through sale; not available for free distribution

through the FDLP

Library designated by Congress or by law to receive

government information products without charge provided the

library meets certain conditions

Unique number assigned to each depository library to record

selections, distribute materials, maintain directory

information, etc.

Depository material mailed directly to the library from the

printing contractor, i.e., not in shipment boxes or listed on a shipping list Unwanted materials disposed of through regional depository

after retaining 5 years

Web collection management tool for depository libraries and

a partnership between GPO and Wichita State University

Practical guide for the operation of a depository library (GP

3.29:D 44/)

Federal program of disseminating U.S. Government

information products in all media to participating libraries

Program and performance goals for Federal depository

libraries and GPO

Instructions to Depository Libraries 57 Rev. July 2000
Appendix A - Glossary

Inspection

Instructions to Depository

Libraries

Item Lister

Item Number

List of Classes

Memorandum of Agreement

(MOA)

Monthly Catalog of United

States Government

Publications

Needs and Offers

Public Printer

Raincheck

Regional depository

Retention, 5-Year

Selective depository library

Secondary Copies

Formal on-site audit by GPO inspectors of a depository

library's operation to determine compliance with the

Instructions to Depository Libraries and Title 44, U.S. Code

Official rules and regulations of the FDLP (GP 3.26:D 44/)

Web collection management tool that lists an individual

library's selected (or non-selected) item numbers

Control number assigned to titles or groups of titles (by

agency) that are available for selection in the FDLP

List of current titles and/or categories arranged by SuDocs

number including item number and format that are available

for selection by depository libraries (GP 3.24:)

Formal document outlining the duties of the depository

library and a recipient library of depository materials under

their care

Catalog of bibliographic records of Federal agency

publications including those distributed in the FDLP (GP

3.8/8:)

List of an individual depository's discards (offers) and/or

needs for missing materials

Government official, appointed by the President and

confirmed by the Senate, in charge of the Government

Printing Office

Form issued to depositories when depository copies are

insufficient for initial distribution

Specially designated depository chiefly responsible for the

integrity and comprehensiveness of a state or region's

depository collection of U.S. Government information

Statutory minimum period of time depositories must keep

materials received under the FDLP unless superseded or replaced by another format

Receives only those item numbers that fulfill government

information needs of primary clientele and the public within a geographic area

Depository items that are duplicates, superseded or sent by

GPO in error. Or depository holdings of the highest state appellate courts and Federal agencies that are not bound by

the 5-year retention rule

Instructions to Depository Libraries 58 Rev. July 2000
Appendix A - Glossary

Selection Profile

Selective Housing

Self-Study

Separate Shipments

Shipping List

State Plan

SuDocs Classification

Superintendent of Documents

Superseded List

Superseded Materials

Title 44, U.S.C., Chapter 19

WEBTech Notes

Weeding

An individual depository's composite profile of its selected

item numbers

Extended loan of depository materials from a designated

library to one that is not a depository

A depository's self-assessment reviewing its operation and

determining compliance with standards in advance of a possible on-site inspection

Depository items deemed inappropriate for shipment in

regular depository boxes. Their shipping lists follow in

regular shipment boxes

Itemized list of all items sent to a regional depository in one

shipment

Statewide guidelines for cooperative collection development,

disposition, promotion, and other services for depository

libraries

A system of classification of agency publications for their

management and control by libraries, authorized by the

Superintendent of Documents

Government official in charge of GPO's FDLP and sales

program appointed by the Public Printer

List of document titles or series that are regularly replaced by

new editions (GP 3.2:Su II)

Depository titles regularly updated whose old editions may be

discarded without prior approval and before 5 years have

elapsed

Part of the United States Code authorizing the FDLP

Interactive online resource to locate information that has

appeared in Administrative Notes Technical Supplement

Regular maintenance program whereby a depository's

unwanted publications are listed and approval sought for their

disposal

Instructions to Depository Libraries 59 Rev. July 2000

Appendix B: List of URLs for FDLP/GPO Sites

Administrative Notes Technical

Supplement

Administrative Notes, Manuals,

etc. Amendment of Item Selections

askLPS

Basic Collection

New Electronic Titles

Catalog of U.S. Government

Publications

Collection Development

Guidelines for Selective Federal

Depository Libraries

Contacts

Core collection list

Designation Handbook for

Federal Depository Libraries

Documents Data Miner

FDLP Desktop

FDLP Desktop - Processing

Tools

FDLP Electronic Collection

FDLP Guidelines on Substituting

Electronic for Tangible Versions

of Depository Publications

Federal Depository Library

Manual

GPO Classification Manual

http : //www. access . gpo . gov/su_docs/fdlp/pubs/techsup

http : //www. access . gpo . gov/su_docs/fdlp/pubs

http : //www. access . gpo . gov/su_docs/fdlp/tools/amendment

html

http : //www. access . gpo . gov/su_docs/fdlp/tools/asklps . html

http : //www. access . gpo . gov/su_docs/fdlp/pubs/fdlm/basic

html

http : //www. access . gpo . gov/su_docs/locators/net/index . html

http : //www. gpo . gov/catalog

http : //www. access . gpo . gov/su_docs/fdlp/pubs/fdlm/coldev

html

http : //www. access . gpo . gov/su_docs/fdlp/tools/contacts

html

http : //www. access . gpo . gov/su_docs/fdlp/pubs/fdlm/

corelist.html

http : //www. access . gpo . gov/su_docs/fdlp/pubs/desig . html

http : //govdoc . wichita . edu/ddm/GdocFrames . asp

http : //www. access . gpo . gov/su_docs/fdlp

or

http : //www . gpo . gov/fdlpdesktop

http : //www. access . gpo . gov/sudocs/fdlp/tools

http : //www . access . gpo . gov/su_docs/fdlp/ec

http : //www. access . gpo . gov/su_docs/fdlp/colldev/subguide . html

http : //www. access . gpo . gov/su_docs/fdlp/pubs/fdlm

http : //www . access . gpo . gov/su_docs/fdlp/pubs/classman

Instructions to Depository Libraries 61 Rev. July 2000
Appendix B: List of URLs for FDLP/GPO Sites

GPO/SUNY Buffalo partnership

site

Guidelines for the Federal

Depository Library Program

Instructions to Depository t Libraries

Internet Use Policy

Item Lister

List of Classes

List of Contractor-Issued

Microfiche Shipping Lists

LPS Contacts

Minimum technical requirements

Needs & Offers

Online Processing Guidelines

Proceedings of the Federal

Depository Library Conferences

Public Service Guidelines for

Electronic Formats

Recommended Specifications for

Public Access Workstations in

Federal Depository Libraries

Remodeling Guidelines

Sales Product Catalog

Selection rate percentages

Self-Study

Shipping Lists, SUNY-Buffalo

partnership

State Plan

Subject Bibliographies

http : / /ublib . buffalo . edu/libraries/units/cts/acq/gpo/

http : / /www. access . gpo . gov/su_docs/fdlp/pubs/fdlm/

guidelin.html

http : //www. access . gpo . gov/su_docs/fdlp/pubs/instructions

http : //www. access . gpo . gov/su_docs/fdlp/mgt/iupolicy . html

http : //www. access . gpo . gov/su_docs/fdlp/tools/itemlist . html

http : / /www. access . gpo . gov/su_docs/fdlp/pubs/loc

http : //www. access . gpo . gov/sudocs/fdlp/tools/msl

http : //www. access . gpo . gov/su_docs/fdlp/tools/contacts

html

http : //www. access . gpo . gov/su_docs/fdlp/computers/mtr

html

http : //docs . sewanee . edu/nando . html

http : //www. access . gpo . gov/su_docs/fdlp/mgt/onlineproc.html

http : //www . access . gpo . gov/su_docs/fdlp/pubs/proceedings

http : //www . access . gpo . gov/su_docs/fdlp/mgt/pseguide

html

http : //www. access . gpo . gov/su_docs/fdlp/computers/rs . html

http : //www. access . gpo . gov/su_docs/fdlp/mgt/remodel . html

http : / /www. gpo . gov/sales

http : //www . access . gpo . gov/su_docs/fdlp/colldev/itemchrt . html

http : //www . access . gpo . gov/su_docs/fdlp/selfstudy

http : //ublib . buffalo . edu/libraries/units/cts/acq/gpo/

http : //www . access . gpo . gov/su_docs/fdlp/pubs/proceedings/

98pro2.html

http : //www . access . gpo . gov/su_docs/sale/sale 1 00 . html

Instructions to Depository Libraries 62 Rev. July 2000
Appendix B: List of URLs for FDLP/GPO Sites

Substitution Guidelines:

Electronic for Tangible Versions

Substitution List: Official FDLP

Permanent Full-Text Databases

Superseded List

Union List of Item Selections

WEBTech Notes

http : //www . access . gpo . gov/su_docs/fdlp/colldev/subguide . html

http : / / www. access . gpo . gov/su_docs/fdlp/colldev/substitutions . html

http : //www. access . gpo . gov/su_docs/fdlp/pubs/suplist

http : //fedbbs . access . gpo . gov/libs/unionl . htm

http : //www. access . gpo . gov/su_docs/fdlp/tools/webtech

html

Instructions to Depository Libraries 63 Rev. July 2000

Index

Access V, vii, 1, 5, 9, 10, 19, 23, 29-30, 31-34

Acid-free containers 24, 25

Additions to item numbers 12

Additions to item selections 9

Administrative Notes 6, 8, 9, 20, 29, 57, 61

Administrative Notes Technical Supplement 9, 12, 14, 37, 51, 57, 61

Amendment of Item Selections 8, 54, 61

Americans with Disabilities Act 29

Annual item selection update 8-9, 15, 37

Arrangement of publications 14

askLPS vii, 13, 15, 16,31,37,61

Basic collection 5, 61

Bibliographic control 11-17, 27, 36

Biennial survey 35, 37, 57

Binding 19

Catalog of U.S. Government Publications 7, 14, 33, 57, 61

Cataloging 11, 12, 33

CD-ROM 21, 23, 26, 29, 31, 33, 40

Circulation 32

Claims 14-16, 19, 20

Classification 7, 12, 14, 59

Collection development 5-10, 27, 36, 39, 40, 59, 61

Communications with GPO viii, 2, 14-17, 37

Communications with Regionals 2, 9, 10, 16, 21-24, 36

Congressional district vii, 1, 5, 6

Cooperation 36, 41

Cooperative collection development 9, 59

Cooperative publications 7, 57

Core collections 7, 61

Custody 10, 19, 20

Dating depository materials 14, 16

Decals 31

Defective publications 15, 20

Deletions (Item numbers) 9

Depository emblem 31

Depository Library Inquiry Form 37, 55

Depository Library Public Service Guidelines for Government Information in Electronic

Formats 33, 62

Depository promotion 33, 35, 36, 59

Depository status 1-2

Depository termination procedure 2, 41

Designation 1-2, 39, 41, 61

Direct mail 15, 57

Instructions to Depository Libraries 65 Rev. July 2000
Index

Discards 20-23, 36, 40, 57, 58

Documents Data Miner , 6, 9, 36, 57, 61

Duplicate publications 16-17, 21, 23, 58

Duplicate shipments 16-17

Electronic FDLP 7

Electronic products 25-26

Electronic publications 12

Equipment 23, 25, 29-30

Exchange and Gift Division (Library of Congress) 22-23

Fax k 15, 16

Fax Watch, U.S 13

FDLP Desktop 8, 9,36,61

FDLP Electronic Collection 7, 31, 61

FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository

Publications 10, 22, 61

Federal Bulletin Board 7, 8, 13

Federal Depository Library Manual v, 5-8, 10-11, 13, 15, 19, 24-27, 34, 36, 41, 57, 61

Federal Depository Library Program v, vii, 1, 25, 27, 33, 57

Five-year retention 9, 58

Free public access vii, 10, 32

Government property 1 1 , 20, 2

GPO Access 7, 29,31

GPO Classification Manual 14, 61

GPO form 3794, Depository Library Inquiry Form 37, 55

GPO Guidelines for Online Processing of Depository Documents 11

Guidelines for the Federal Depository Library Program 5, 12, 19, 27, 29, 32, 35, 36, 39, 62

Holdings record 11

Housing 25, 29

Human resources 27-28, 36

Index map 11

Inquiry service 15

Inspection v, 31, 35-36, 42, 58

Insuring depository collections 19-20

Interlibrary loan 6, 9, 36, 40, 42

Internet use policies 32, 62

Item Lister 6, 8, 9, 16, 33, 36, 58, 62

Item number deletion 9

Item number selection 6-9, 12, 15, 32, 54, 59, 61

Item number system 8

List of Classes 7, 9, 12,58, 62

List of Contractor-Issued Microfiche Shipping Lists 13, 62

Substitution List: Official FDLP Permanent Full-Text Databases 22, 62

Local community vii Local cooperation 36

Locate Libraries 33

Instructions to Depository Libraries 66 Rev. July 2000
Index

Loss of depository status 36

Maintenance vii, 10, 19-26, 27, 36, 59

Maps 8, 1 1, 12, 13, 16, 21, 25, 49, 50

Memorandum of Agreement (MOA) 10, 22, 25, 27, 52, 58

Microfiche 9, 12, 13, 14, 16, 21, 24, 46

Minimum technical requirements 29-30, 31, 62

Monthly Catalog of United States Government Publications 7, 57, 58

Natural disasters 20

Needs and Offers list 20, 22, 23, 41, 58

New series notification 8

OCLC subfields 086 & z 14

Online processing 1

Outreach 33

Over-sized pubHcations 13

Paper clips on microfiche 24

Physical access 29

Physical facilities 29-30, 36

Piece level holdings record 11

Posters 25

Pre-packaged pubHcations 13

Preprints 21, 23

Preservation 19, 25

Probationary status 36

Proceedings of the Federal Depository Library Conferences 34, 62

Processing 10, 11, 13-14, 30

Promotion and Advertising Branch, GPO 31

Proprietary interest 19

Public access vii, 1, 5, 10, 24, 30, 31, 32

Public awareness 33

Public Printer v, 2, 20, 58

Public service vii, 10, 31-34, 36

Public service area 5, 30

Raincheck 14, 15, 58

Recommended Specifications for Public Access Workstations in Federal Depository

Libraries 29, 62

Reference service 27, 32, 40

Referrals 33, 36

Regional services 39-42

Relinquishing depository status 2, 41

Replacement copies , 15, 19, 20, 24

Reprints 21,23

Responsible officials 27

Retention, 5 -year 9, 58

Rubber bands on microfiche 24

Secondary copies 21-23, 58

Instructions to Depository Libraries 67 Rev. July 2000
Index

Selection (Item numbers) 6-9, 15, 37, 54, 61

Selection profile 8, 9, 12, 59

Selection rate 6, 62

Selective housing 8, 10, 25, 27, 32, 41, 52, 59

Self-study 35, 36, 41, 42, 59, 62

Separate shipping hst 12, 13, 48, 59

Separates 13, 16, 59

Service to general public vii, 10, 27, 31-34, 36

Service to primary patrons 1, 5, 27, 32

Shipping list .\ 8, 9, 11-16, 45-50, 59, 62

Signage 30, 31

Special offers (selections) 9

Staffing 27

State plans 9, 36, 39, 40, 41, 59, 62

Substitution of depository materials 10, 22, 23-24, 39, 41, 61, 62, 63

Superintendent of Documents 2, 20, 31, 24, 35, 36, 39, 40, 41, 59

Superintendent of Documents classification 7, 12, 14, 15, 37, 40, 57, 59, 61

Superseded publications 8, 9, 21, 22, 23, 39, 58, 59, 63

Termination of depository status 2, 41

Title 44, United States Code v, vii, 1, 21, 23, 32, 34, 35, 36, 40, 41, 59

Training 27-28

U.S. Congressional district vii, 1, 5, 6

U.S. Fax Watch 13

U.S. Geological Survey 13, 14, 16

Union List of Item Selections 7, 63

Web pages 7, 31, 33, 34

Weeding 59

Zero-based review 9

Instructions to Depository Libraries 68 Rev. July 2000