FEDERAL DEPOSITORY *******LIBRARY INSTRUCTIONS AND INFORMATION (Depository Library No.) Instructions To Depository Libraries Revised 1988 Inspection Team Library Programs Service Superintendent of Documents U.S. Government Printing Office Washington, D.C. 20401 Instructions To Depository Libraries Table of Contents Introduction Chapter 1 Depository Status Chapter 2 Regional Depositories Chapter 3 Correspondence Chapter 4 Periodic Reports Chapter 5 Collection Development Chapter 6 Surveys Chapter 7 Amending Selections Chapter 8 Shipping Lists Chapter 9 Claims Chapter 10 Disposition of Materials Chapter 11 Substitution for Depository Materials Chapter 12 Microfiche Chapter 13 Maps and Posters Chapter 14 Depository Designation Chapter 15 Depository Termination Exhibits Appendices Instructions To Depository Libraries Introduction The Instructions to Depository Libraries are the official rules and regulations of the Federal Depository Library Program. All depositories must conform to the procedures set forth in these in- structions. The Guidelines for the Depository Library System are to be considered a recommended level of conduct by all depository libraries unless otherwise specified by statute or the Instructions to Depository Libraries. The Federal Depository Library Manual supplements and expands on the Instructions but the procedures described in the Federal Depository Library Manual are not man- datory. Depository librarians should ensure that all personnel con- cerned with depository operations are made aware of the impor- tance of the Instructions. One additional copy of the Instructions may be obtained by writing to: Chief, Inspection Team U.S. Government Printing Office Library Programs Service (SLL) Washington, DC 20401 The Superintendent of Documents assigns a number to each Depository Library as an identification symbol for administration purposes. This number is comprised of four digits (some depository library numbers have an assigned letter following the fourth digit). It is essential that the depository library number be provided in all correspondence with the Superintendent of Documents and the Library Programs Service in regard to Depository Library Program matters. The format of the Instructions to Depository Libraries, the Guidelines for the Depository Library System, and the Federal Depository Library Manual allows the Government Printing Office to update and expand the information contained therein as the pro- gram continues to evolve. If you have any questions about the areas covered by the Instructions to Depository Libraries, the Guidelines for the Depository Library System, or the Federal Depository Library Manual, please contact: Chief, Inspection Team U.S. Government Printing Office Library Programs Service (SLL) Washington, DC 20401 • Depository Status Chapter 1 4-m A. Designation Federal Depository Libraries share (except for the highest State Appellate Court Your library is an official depository libraries). Access policies, posting of signs, for U.S. Government publications. It has and public service hours for depository been designated as such in one of the fol- patrons must conform to this requirement. lowing ways: Depository libraries must ensure that any 1. By the U.S. Representative cur- who library-wide security or access policy does rently represents your Congressional not hinder public access to depository district or a predecessor. materials. Depository libraries shall post a 2. By one of your State's current U.S. sign or the depository emblem in a prom- Senators or a predecessor. inent location (preferably visible from the 3. virtue of being a State Library. By exterior of the library) indicating that the 4. By virtue of being a land-grant college library is a Federal depository and that library. Government publications can be used by 5. By virtue of being the highest Appellate the general public at no charge. Libraries Court Library in the state. that offer night and weekend service hours 6. virtue of being the library of an ex- By to their primary clientele must provide ecutive department, independent comparable service hours to depository agency or service academy. patrons. 7. By virtue of being the library of an ac- credited law school. 8. By special act of Congress. C. Selection In accepting the privilege of de- pository library status, you have agreed to Selective Depositories are not required abide fully by the law and regulations to receive all U.S. Government publica- governing officially designated Federal tions which are made available to Depository Libraries. depositories. Select only those items best suited to the needs of your local area and Congressional district. You should use B. Access discretion in selecting publications so that you can give proper custody to those items Free access as defined by GPO means you do select and make them available to that any member of the general public can the general public. Item number selections physically handle and use a Government and deletions should be made once a document at the library without impedi- year as part of a comprehensive docu- ments. ments collection development policy. Free access to the resources of the Your regional depository receives all documents collection by the general depository items. Depend upon them for public is a fundamental obligation that all seldom used items. 1 of 4 » I Chapter 1 4-88 D. Maintenance free containers. All depository materials must be housed in such a way as to All Government publications supplied facilitate preservation and access. to depository libraries under the Federal Depository Library Program remain the property of the United States Government E. Arrangement and cannot be disposed of, except as outlined in Chapter 10 of these Instruc- Although most depositories arrange tions, or unless included in the "List of the majority of their documents holdings Superseded Depository Documents (that in Superintendent of Documents Clas- may be discarded)," Appendix C, Instruc- sification number order, Government tions to Depository Libraries. publications need not be kept together as As your library is entrusted with the a special collection. Many Federal Govern- custody of depository materials, the library ment publications are valuable as reference must ensure that these materials are prop- and bibliographic sources, and can easily erly preserved and protected. As a min- be made an integral part of a reference imum standard for the care and main- room or periodical collection. Practical tenance of depository property, the usage of the material in conformance with Government Printing Office insists that the professionally accepted library standards maintenance accorded to depository and Title 44 United States Code, should materials be no less than that given to com- dictate the arrangement of the depository mercially purchased publications. material. Depository materials which are lost, worn- Every effort should be made to ensure out or damaged, etc., should be subject to that the depository collection is used, and the same replacement policy that the that publications are not merely stored or library maintains for non-Government placed in inaccessible locations. If materials. The depository will pay for documents circulate as do other materials replacement copies; and claims will not be in your library, so much the better. (Those filled for this material. libraries wishing to keep their depository It is necessary to issue many Govern- collections intact may find it convenient ment publications unbound or in paper to purchase extra copies of Government covers. Libraries are expected to include publications through the Government these publications in their binding pro- Printing Office's Sales Program for use in gram along with books, periodicals, and circulation.) other privately purchased materials. Publications loaned to other libraries Binders are not furnished for loose-leaf or institutions on an extended loan basis material unless the issuing agency in- (selective housing) must be made avail- cludes them as part of its publication. able for use by the general public upon Microfiche must be stored in sturdy, acid request. 2 of 4 r * Chapter 1 4-88 The Superintendent of Documents selections. A comprehensive shelflist is the classification number ought to be placed preferred holdings record. This record on all documents. This facilitates iden- keeping requirement does not mean that tification of materials from SuDocs cita- a shelflist card has to be generated for each tions as well as assisting both updating and piece. For instance, the holdings record for formal discard procedures. The use of the some map series could be comprised of a SuDocs classification number to arrange basic shelflist card for the map series plus documents on the shelf is not mandatory. checking-off the appropriate quadrangles However, there are many advantages to us- of maps received on an index map and ing this system. Librarians have found the recording the date the map was issued in SuDocs class numbers to be a practical and the quadrangle checked. economical method for organizing Federal A depository shelflist can be in either Government documents. paper or electronic format. A depository In most instances, the stem of the holdings record can be part of a larger all classification number is composed of encompassing library record or it can be alphabetical symbols currently being used comprised of a number of records that to identify the issuing agency. Most together make up a comprehensive bibliographic