Last updated on 2 January 2003

 

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Maryland-Delaware-District of Columbia Region State Plan – DRAFT

 

Revised _____ __, 2002

 

[Table of Contents to be inserted here upon completion]

            Eric

 

 

Introduction

            Marianne

 

 

Region Map

 

 

 

History

 

This document updates the Maryland State Plan dated 1984, chaired by Anne Burgan.  The goals of this plan have expanded on those of the original plan, with an increased focus on preparing for Government Printing Office Inspections.

 

 

Mission Statement

 

The Federal Depository Library System of _____ is part of the Federal Depository Library Program, which provides information services to federal government information for the diverse public of Delaware, Maryland, and the District of Columbia.  The _____ Region makes government information accessible to the public and provides reference assistance to help users find the information they require.

 

This plan seeks to coordinate the actions of the individual libraries that make up the Federal Depository Library System of _____ in order to provide better service to our public.  This plan has been modeled around the eight sections of the GPO inspection.

 

 

Collection Development

 

Goal: To ensure that the scope of the collection is appropriate to the particular user groups served, and that selective housings are held to the same standards as other Federal Depository Libraries.

 

Purpose:  Each institution participating in the Federal Depository Library Program acknowledges its responsibility to provide open and equal access to federal information for the general public.

 

  1. Item Selection
    1. Scope – The scope of an individual institution’s collection should be geared to serve its constituency.  In addition to the defined population identified by the institution’s mission, the needs of the general public who may look to that institution for federal information must be considered.
    2. Basic Collection – Each selective depository in Maryland selects or makes available via electronic means, the titles identified by GPO as the Basic Collection.
    3. Cooperation – It is understood that limitations on resources such as personnel, space and budget, may make it impossible for an individual selective depository to provide access to all of the federal information that may be desired by the local population.  Each federal depository library is encouraged to enter into cooperative efforts with other local depositories. It is also desirable for selectives to make liberal use of the resources of the regional depository when referring patrons.  (Tools available for ascertaining the selections of other depositories include the FDLP Item Lister and the Documents Data Miner currently maintained by Wichita State University in cooperation with the Federal Depository Library Program.)
    4. Format – Traditionally, federal documents have been disseminated in paper, microform, CD-ROM, DVD, floppy disk and, most recently through the Internet.  Individual depository libraries must evaluate their resources, compare available formats, and select the format or formats most useful to their users.
  2. Collection Maintenance
    1. Selective Housing – It is recognized that a depository library may find that it serves the needs of the population better if a part of the federal depository collection is housed in a location separate from the majority of the federal documents.  This may be due to a specialized library or department existing within the designated institution.  In such cases, a selective housing arrangement may be advantageous.  If the library director does not have administrative control over the alternative site, a Memorandum of Agreement must be executed.  A model Memorandum of Agreement is available in the Instructions to Depository Libraries.
    2. Weeding the Collection – Documents distributed through the Federal Depository Library Program are, and remain, Government property.  Selective depositories, other than federal agencies, wishing to dispose of such documents will follow the guidelines set forth in Instructions to Depository Libraries.  Procedures established by the Regional Library will be followed.  Federal agency libraries should consider offering serial titles to their region before discarding titles as specified in 44 USC 19 Sec. 1907.
  3. Written Collection Development Policy
    1. Each federal depository library will maintain a written collection development policy that takes into account the informational needs of its constituent population and others who look to the depository to fulfill their federal information needs.  This policy will include the depository’s strategy for meeting those needs, including cooperative efforts such as inter-library loan.
    2. In order that the Federal Documents collection remain vital and continue to reflect the needs of the library's users, revisions to a depository library's selection policy will be made as needed.
  4. Electronic Information – The widespread use of the Internet has created more opportunities for access to federal information.  The inclusion of hot links in a depository’s catalog to these on-line documents is encouraged in order to offer the widest possible access.  Federal depository libraries are further encouraged to maintain a website showcasing their services and highlighting the various ways patrons may access government information from the institution.

 

 

Bibliographic Control

 

Goal: To ensure that accurate, piece-level holdings records are implemented, and all Federal Depository Library Program shipments are received, processed, and marked as depository materials.

 

Purpose: The purpose of bibliographic control is to assure the user of depository library material unencumbered access to FDLP materials.  Each depository library should maintain a record of its holdings, which will allow a library user to discern whether a specific document is available for use and to easily distinguish its location and format.  To this end, each depository library is encouraged to integrate bibliographic records for depository titles into its public catalog and other databases, such as OCLC, as appropriate.

 

  1. Treatment of Publications
    1. All material received through the Federal Depository Library Program should receive a level of treatment equal to other material types acquired by the parent institution.
    2. All tangible material received through the Federal Depository Library Program should be identified as “depository” to distinguish it from other material in the collection. This includes material housed off-site or in satellite collections.
    3. All material acquired from outside the FDLP but acquired to fill gaps in existing depository collections will receive the appropriate level of bibliographic control necessary to fully incorporate the material into the depository collection.
    4. All shipping lists should be checked and claims for missing material should be made promptly.
  2. Treatment of Records
    1. All material received through the Federal Depository Library Program should be identifiable to the piece level.
    2. Bibliographic records acquired via commercial cataloging services should be reviewed to assure accuracy and completeness. Profiles should be updated whenever changes to a depository library’s item selections are made.
    3. Bibliographic records containing Uniform Resource Locators (URLs) should be periodically checked to ensure the accuracy of the record and URL.
    4. Retrospective conversion projects are encouraged and should be performed in accordance with accepted library standards.
    5. Depository library staff should regularly review GPO's Administrative Notes Technical Supplement and update changes in class number, item number and format as necessary.

C.     Depository Staff

    1. Depository library staff responsible for providing bibliographic control are encouraged to:

                                                               i.      participate in professional organizations intended to improve technical services operations.

                                                             ii.      become familiar with the standards for cataloging government documents recommended by the Program for Cooperative Cataloging (PCC)

                                                            iii.      become familiar with the electronic tools offered on the Federal Depository Library Program Internet site and the Toolbox for Processing and Cataloging Federal Government Documents produced by the American Library Association Government Round Table Cataloging Committee (GODORT).

    1. Depository library staff should maintain processing statistics in order to complete the biennial survey and respond to requests from GPO when required.

D.     Withdrawn Material – Withdrawn material will be offered first within the region. Pending withdrawal permission from the Regional Librarian, it is encouraged that the material also be offered at the national level.  See Instructions to Depository Libraries, Chapter 4, Section E for clarification.

 

 

Maintenance

 

Goal: To ensure that depository materials are properly preserved and the proper channels are consulted before any discard takes place.

 

The federal depository libraries in the Maryland-Delaware-District of Columbia Region will strive to meet established Federal Depository Library Program (FDLP) guidelines as articulated in the following documents:

 

§         Instructions to Depository Libraries (Revised April 1992)

 

§         Federal Depository Library Manual (Revised November 1993)

 

§         Federal Depository Library Manual Supplement, Collection Development Guidelines for Selective Federal Depository Libraries (September 1994)

 

§         Federal Depository Library Manual, Supplement 2: Guidelines for the Federal Depository Library Program (February 1996)

 

Depository libraries in the Maryland-Delaware-District of Columbia Region should establish procedures including, but not limited to, the following areas:

 

  1. Proprietary Interest – As a minimum standard for the care and maintenance of depository property, the Government Printing Office insists that the maintenance accorded to depository materials be no less than that given to commercially purchased publications;
  2. Preservation – Consideration should be given to learning basic preservation planning and skills, evaluating the condition of the collection, securing the collection as needed, and identifying “rare and valuable documents” which will require special care;
  3. Insuring Depository Collections – It is both advisable and prudent to carry insurance covering your depository holdings. This may be covered under your general insurance policy;
  4. Discards
    1. Establishing a procedure for weeding items that are not used or are in poor condition assures that the collection is maintained to fulfill the information needs of the service community. For the Regional Policy on weeding unused, superceded, and second copies;
    2. Selective depository libraries served by the University of Maryland may dispose of any publication which has been retained for at least five years, after obtaining permission and receiving instructions for such disposition from the Regional. Selective libraries may request permission to discard publications by entering them into the Offers section of the Government Documents Needs & Offers Administrative Gateway.
    3. Complete regional guidelines and discard procedures are at the Needs and Offers Guidelines for Depository Libraries Served by the University of Maryland Regional Depository Library page.
  5. Security – Depository publications should be protected from unlawful removal comparable to other parts of the library's collections;

 

 

Human Resources

 

Goal: To ensure that depository activities are carried out, staffing and service hours are sufficient, and proper training is provided for depository staff.

 

  1. Staffing
    1. Depository Librarian – Each depository should aspire to have a librarian with a masters degree from an American Library Association accredited program be responsible for that library’s depository collection.  This librarian will also serve as the contact person for other libraries and the Government Printing Office.  The primary focus of the librarian in charge of the depository collection should be on documents; as such, each library shall provide adequate time for the librarian to attend to the full range of depository responsibilities.
    2. Other Department Staff – Each depository will provide enough support to meet the needs of that library’s selection rate, taking into consideration the size and scope of the library and methods of organization of the collection.
  2. Training
    1. Adequate training of all staff responsible for processing and providing reference service for government information is essential.  In-service training within the library and sharing of expertise among depository libraries is necessary in order to maximize use of financial resources, organizational time, and staff.  The administrator of each depository library should encourage and support participation in continuing education programs, attendance at regional forums and regular attendance at the Depository Conference held annually in Washington, DC.  Depository staff should attend the Interagency Depository Seminar, held annually, at least once.  All staff must be proficient in the electronic environment.  From time to time, staff may need to enroll in training sessions or classes offered by professional organizations, consortia, library science programs, government agencies or consultants.

C.     Listservs – The depository staff will subscribe to pertinent listservs, e.g.GOVDOC-L, DOCTECH-L, GOVDOC-TALK, GPO-FDLP-L (FDLP Announcement Service).  Membership in appropriate local and national organizations with emphasis on documents, e.g. MLA (Maryland Library Association), DLA (Delaware Library Association), GODORT (the American Library Association’s Government Documents Roundtable) is encouraged.

 

 

Physical Facilities

 

Goal: To ensure that our physical facilities support the use and access of the collections, depository materials are given appropriate housing, equipment is available to view government publications available in all media, and proper signage is in place to support access to depository materials.

 

The federal depository libraries in the Maryland-Delaware-District of Columbia Region affirm their commitment to provide adequate physical facilities for the access and use of depository resources as described by Instructions to Depositories and Administrative Notes and outlined below.  In each of these cases, we will meet these challenges by serving as advocates to our institutional decision makers for the Federal Depository Library Program and our visitors.  We will devise plans and implement them whenever possible.

 

A.     Access to Depository Resources

a.       Depository visitors should encounter an environment that is conducive to the access and use of depository resources and that is comparable to other non-depository library facilities.

b.      Adequate collection and study space for the access and use of depository resources.

B.     Housing Federal Property

a.       As caretakers of federal property, depositories should house all depository materials appropriately according to format to ensure protection, preservation, and access.

b.      Appropriate shelving and procedures that ensure the longevity of federal depository materials and that adequately address damaged materials.

C.     Library Equipment

a.       The depository library must have equipment for visitors to use the collections, including microform reader-printers and computers.  The annual Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries and Recommended Specifications for Public Access Workstations in Federal Depository Libraries, both published in Administrative Notes, provide guidance for selecting suitable computer equipment.

b.      Regularly upgrading computer workstations so that depository resources in all formats may be used.

D.     Signage

a.       Library signage should facilitate access to and use of depository resources.

b.      Library signage that is welcoming to depository visitors and that clearly directs visitors to depository collections and services.

 

1.      Depository visitors should encounter an environment that is conducive to the access and use of depository resources and that is comparable to other non-depository library facilities.

2.      As caretakers of federal property, depositories should house all depository materials appropriately according to format to ensure protection and preservation, [and access].

3.      The depository library must have equipment for visitors to use the collections, including microform reader-printers and computers.  The annual Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries and Recommended Specifications for Public Access Workstations in Federal Depository Libraries, both published in Administrative Notes, provide guidance for selecting suitable computer equipment.

4.      Library signage should facilitate access to and use of depository resources.

 

We will meet these challenges by serving as advocates for the Federal Depository Library Program and our visitors to our institutional decision makers [to our institutional decision makers for the Federal Depository Library Program and our visitors].  We will devise plans and implement them whenever possible to ensure:

1.      Adequate collection and study space for the access and use of depository resources.

2.      Appropriate shelving and procedures that ensure the longevity of federal depository materials and that adequately address damaged materials.

3.      Regularly upgrading computer workstations so that depository resources in all formats may be used.

4.      Library signage that is welcoming to depository visitors and that clearly directs visitors to depository collections and services.

 

Depository staff should contact the Regional Librarian for assistance when there are difficulties advocating for depository needs to their institutions.

 

 

Public Service

 

Goal: To ensure free access to federal government information in all formats and provide quality service to our users.

 

Federal depository libraries in Delaware, Maryland, and the District of Columbia will meet or exceed the public services standards established by the U.S. Government Printing Office.  Those standards are set forth in Instructions to Depository Libraries.

 

A.     Reference

a.       To that end, depositories will provide reference service for government information in all formats that is comparable to reference service given using other library material.  This may be done from a separate service point designated for government information or from a single service point for government information and other library material, depending on the size and type of depository.

b.      Depository libraries will cooperate with non-depository libraries by providing reference and information services upon referral.

B.     Open Access - Depository libraries will provide free and open access to all government publications including unfiltered Internet access to government web sites.
C.     Training – Depository library staff will provide cross-training to non-documents librarians working with government information resources to ensure consistency of service.
D.     Awareness – Depository libraries will increase public awareness of their collections through cataloging documents, documents web pages, and public service announcements.

 

 

Cooperative Efforts

 
Goal: To foster cooperation between Federal Depository Libraries in the region by sharing promotional material, engaging in cooperative training, coordinating collection development policies, and sharing resources.
 

Under the direction of the Regional Librarian, selective depository libraries will foster cooperation between Federal Depository Libraries in the region by sharing resources, developing an online directory, engaging in cooperative training, coordinating collection development policies, and sharing promotional material

 

A.     Audit of Resources

a.       Conduct an audit of resources for sharing for inclusion on the regional depository library web site and/or on the selective depository libraries’ web site.

b.      Each selective depository will compile a description of:

                                                               i.      Commercial microform collections.

                                                             ii.      Historical strengths and unique aspects of the individual collections, including the SuDoc collection.

                                                            iii.      Subject expertise of individual librarians and contact information.

c.       Other tools useful for ascertaining resources held by the selective depositories should also be listed and described, such as the Documents Data Miner at GPO Access.

d.      The Regional Librarian will appoint a coordinator to manage the effort.

B.     Online Directory

a.       The directory will list all depository libraries in the region and will contain key data about the individual libaries.

b.      An up-to-date directory of selective libraries in the region is available at the University of Maryland Government Documents and Maps’ For and About Depositories web site.

C.     Conduct training and educational events:

a.       At least once a year, one selective depository will host a major region-wide training/educational event at its library.  [Each year on a rotating basis, one selective depository will host a major region-wide training/educational event at its library].  [[Who will determine the order?  Volunteer? Regional?]]  The purpose of the event could be, for example, to provide in-depth training: on the scope of a specific federal agency’s information sources; the use of an historical collection unique to a particular library; discuss an issue of importance to the region.

b.      Announce training/educational opportunities on the regional depository library web site and through the email list GOVDOC-TALK.

D.     Coordinate Collection Development Policies – The Regional Librarian will appoint a coordinator to support cooperative efforts among selective depositories.  The function of the coordinator is to:

a.       Become knowledgeable about the collections of each selective library, and

b.      Ensure that depository libraries in the region are providing access to the entire range of federal information.

E.      Sharing of Promotional Material – The Regional Librarian will appoint a coordinator to manage the effort, who will collect promotional materials developed by the selective libraries and maintain a list on the web of available materials with contact names and numbers.  Materials could include press releases, newsletters, flyers, displays, newspaper columns, speeches, and descriptions of promotional events.

 

 

Regional Services

 

Goal: To ensure that the regional receives and retains at least one copy of all publications distributed through the Federal Depository Library Program and ensure that publications are discarded only according to the law. 

 

Basic services provided by the Regional Depository Library to selective depository libraries in Maryland, Delaware, and the District of Columbia include (but are not limited to):

 

  1. Instructions for the disposal of depository materials;
  2. Interlibrary loan and duplication services pertaining to federal depository materials;
  3. Reference back-up;
  4. Visits;
  5. Orientations or advice relating to the depository program and procedures;
  6. Technical processing advice;
  7. Copies of biennial surveys, inspection reports, self studies, collection development statements, memoranda of agreement, and other documents related to the functions of the selective depository library;
  8. Collection development advice;
  9. Assistance with self study/inspections processes;
  10. Formulating selective housing agreements;
  11. Disaster planning and recovery

 

The Government Documents & Maps Department of McKeldin Library at the University of Maryland at College Park serves as the regional for 67 selective depositories in two states (Maryland and Delaware) and one “federally-designated geographic area,” the District of Columbia.  As it serves the Washington DC locale, it supports the federal agency library selectives clustered in this area.  Too, it [It also] serves as the regional for the Government Printing Office, which no longer maintains a collection of depository publications.   The relative geographic proximity of libraries in the region makes for an area particularly rich in government information resources.  However, it is also an area with considerable diversity of clientele and high demand, especially for retrospective/historical collections. 

 

To best ensure the quality, ease and breadth of free public access to well-maintained collections in the “?????” region, the Government Documents and Maps Department also:

 

a)      Furnishes the Needs and Offers Database for the region

b)   Provides an online reflector – GOVDOC-TALK – to facilitate electronic communication within the region.

b)      Maintains hard copy current and retrospective holdings for the United States Congressional Serial Set, Foreign Relations of the United States, publications issued by the United States War Department (1789-1947), Congressional hearings . . .

c)      Provides training (this is important—not too many folks know we’ll do this) to selectives staff based upon consultation between the Regional Librarian and documents coordinators at the selectives

d)      Hosts an annual meeting of depository libraries in the region to present and discuss common concerns of the regional community and to increase the channels of communication by fostering personal contact between document coordinators (depository librarians).

 

The regional library also provides access to certain “special” collections/tools that enrich public access to government information such as full text historical patents (including drawings), GIS service, historical Censuses . . .

 

Mention fiche-to-fiche duplication and limitations to size of such requests.  Also, something about “very special loans” (CDs, maps). 

 

 

Best Selective Practices Facilitate Best Regional Services; or How to Help Us Help YOU!

 

Needs to be toned down

 

 “Selectives responsibilities to Regional” vs. to public or to GPO

 

1.                Follow detailed procedures for compiling Offers Lists (formats, dates, SuDoc numbers) as described on our Web site or somewhere else

2.                Put in something about turnaround time for reference requests to selectives and ask for E-mail if possible

3.                Tactfully explain the disarray of bibliographic control here—that the catalog is a disaster and that certain agencies’ materials are particularly hard hit.  Ask for interns, volunteers, cooperative efforts, especially in proposal writing for profiling, other bib control or preservation efforts

4.                Suggestions for training sessions—group needs, also handouts from internal training programs that went well, especially those designed for staff (vs. designed for the public)

5.                Where our holdings are determined to be weak, ask for a selective(s) to volunteer to “be the regional” in this subject area, after seeing if GPO will buy a selective housing agreement (Tennessee’s State plan mentions this sort of thing—pertinent for us?)

6.                Ask them to waive postage reimbursement from us (if not on MILO) due to administrative difficulties?