U.S. Government Information, Maps & GIS Services 4118 McKeldin Library College Park, MD 20742 Phone: 301.405.9165 Fax: 301.314.5651 govdocs@umd.edu Need assistance?Help is available at the Information and Research Services desk, 1st Floor, McKeldin Library, or by calling 301-405-9075. |
Needs & Offers Guidelines
For Depository Libraries in Maryland, Delaware & the District of Columbia
Table of Contents
These guidelines are based on chapter 5, "Depository Collections" of Federal Depository Library Handbook. All persons working with depository collections should be familiar with the Handbook.
"Documents distributed through the Federal Depository Library Program (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 the following guidelines or at the direction of a GPO official." Source: Instructions to Depository Libraries.
General Overview
Depository libraries served by a Regional Depository may dispose of any publication that has been retained for at least five years. Libraries must first obtain permission and receive instructions for such disposition from the Regional Depository Library designated to serve their area.
Selective depository libraries may request permission to withdraw publications no longer needed in their collections five years or more after receipt of the publications. Libraries served by the University of Maryland Regional Depository Library may submit a list of items to the Regional Librarian, via email. If the list is not consistent with FDLP guidelines (eg. the if list includes items less than five years old), the Regional Librarian will contact the Selective. If a Selective depository library has not heard from the Regional within two weeks of sending the list, the Selective should contact the Regional Librarian again to ensure that the offers list was received. To ensure consistent communication, each selective depository library should have one individual designated as it's contact person.
Discard Procedure
- Email a list of items you are withdrawing from your collection. Include the SuDoc number, title, and publication date (the year GPO printed the volume or year/month of serial, for example). Send the email to the Government Documents staff at McKeldin Library at govdocs@umd.edu.
The Regional library will make every effort to search the list within 30 days and request items from it.
- The offering library must then offer the remaining items to the other depository libraries in region via the
govdoc-talk.html listserv.NOTE: This listserv cannot accept attachments. Therefore, the offering library may either copy and paste the list into an email and submit it to the region's listserv, or, host the list on a website and include the url in an email to the listserv.
Selective depositories should be given a minimum of 2 weeks to search lists and request items from them. All available publications must be held until the required time period elapses.
- Libraries are encouraged, but not required to post their offers to other appropriate audiences, including the National Needs & Offers portal, the govdoc-l listserv [subscribed librarians only], and the MLA Government Information Division's listserv marydocs@umd.edu
- Remaining items may be discarded (given away or recycled). Proceeds from any sold items must be sent to the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402
Discard Procedure for Federal Agency Libraries
Instructions below are taken from the Federal Depository Library Handbook, Chapter 15, "Federal Libraries"
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Depository discard procedures are different for Federal agency libraries. Your Federal depository library is not required to maintain depository titles for five years. Materials may be withdrawn at any time and disposed of after they have been offered to the Library of Congress and the Archivist of the United States. Federal libraries should be judicious in their item selections for the collection development process; they should not select too many materials that will not be added to their library’s collection. It is important that depository coordinators make selections responsibly and be good stewards of the appropriated funds that are spent to provide these materials, which can be very expensive. The Library of Congress accepts surplus paperbound and hardbound books. Guidance on material accepted may be found at http://www.access.gpo.gov/nara/cfr/waisidx_04/36cfr701_04.html.
Though not required, your Federal depository library is encouraged to offer withdrawn materials to your regional depository library, and to other depository libraries in their area if your agency regulations allow such practices. All materials distributed through the depository library program remain the property of the U.S. Government Printing Office. If your library is leaving the FDLP and wishes to keep certain publications that were received under the FDLP, you may request to retain them by submitting to LSCM a list of the depository publications you wish to keep. |
Tools to Use When Weeding Your Collection
- Superseded List
- FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications
- Substitution List: Official FDLP Permanent Full-Text Databases
A Few Tips
- Publications listed in the Superseded List
[GP 3.2:SU 7/2002] may be discarded without offering them to other libraries. The University of Maryland requests that Selective depositories offer the Regional any publications that are marked for retention by Regional Depositories in the Superseded List, as well as duplicate items and non-depository items. - While federal agency libraries are not required to discard publications through the region's N&O process, we appreciate the efforts that many of you make to participate in this process and encourage more of you to do so.
- Duplicates, including tangible duplicates for which an official electronic substitution is available, may be withdrawn before the end of the five-year retention period. [See the Official Substitution List] for more information.
- Libraries may offer non-depository items, such as international documents or commercially produced reference items related to government documents, to other depositories in the region via the govdoc-talk.html.
- It is NOT necessary to submit offers for individual microfiche publications.
- Libraries requesting items are responsible for working out postage charges and/or delivery arrangements with the offering library.
