Minnesota Region U. S. Depository Publications Disposal Guide
Selective federal depository libraries which are served by a Regional Library may withdraw depository materials from their collections after the materials have been held for five years, and after receiving permission from their Regional.
Except for the Exceptions to the 5 Year Rule listed below, all publications must be retained for five years from the date of receipt. For withdrawal purposes, it is essential that the date of receipt be marked on each publication and/or the shelf list.
There is no requirement that selectives must withdraw any publications, and all depositories are encouraged to consider the needs of their users when developing withdrawal policies. Each depository should have a collection development policy which identifies both selection and withdrawal policies in the context of the community's needs.
Withdrawal lists are checked by the Regional Library, in order to maintain a complete collection of federal publications which is then available to libraries in the region. Most publications in the Regional collections, with the exception of some reference materials and fragile publications, are available for Interlibrary Loan and/or photocopy. The Regional, in cooperation with MINITEX, will attempt to supply any publication needed by selectives within the region, including microfiche.
These guidelines are based on the Instructions to Depository Libraries. All persons working with depository collections should be familiar with the Instructions and with the Depository Library Manual and Supplements.
Exceptions to the 5 Year Rule
- Publications listed on the Superseded List except items designated with the R in the regional column
- Government publications which are duplicates or are received outside of the depository system (gifts, Documents Expediting Project, direct mail, etc)
- Depository publications received from Government Printing Officer (GPO) but not selected
- Publications for which an online version replaces a print/microfiche version. See substituting electronic versions for tangible depository publications for details.
Publications that do not need to be included on lists sent to the Regional
- If the University of Minnesota catalog shows that a Twin Cities campus (UM TC) library owns a copy of the document, it does not need to be listed and may be withdrawn at any time. If it is unclear if the University of Minnesota owns a copy, please list it.
- Publications which are replaced by microfiche, commercial reprint, or other re-publication may be withdrawn in less than five years but must be listed for the Regional first. The withdrawal list must clearly state that they are being replaced. In the case of major replacement projects, such lists may be sent without reference to the disposal calendar.
While the categories above do not have to be listed, if significant publications or large sets are being withdrawn, listing them for the Regional is encouraged as a courtesy, as well as publicizing them for other depositories in the region. They must be clearly identified on lists as to the reason for withdrawal (e.g. duplicate or non-depository).
Withdrawing Depository Microfiche
- Depositories may withdraw microfiche after the mandatory 5-year retention without providing lists to the Regional.
- Large collections or long runs of serials in fiche may have interest for the Regional. The Regional should be informed of these intended withdrawals in a letter with a description of the collection. A detailed inventory is not necessary. The letter should specify that the library plans to withdraw, for example, the Federal Register earlier than 1990, or all microfiche from the 1980 census. Letters identifying major microfiche withdrawals do not need to follow the monthly withdrawal schedule.
How to Submit Withdrawal Lists
- All lists MUST be submitted electronically by email using the instructions below. If your library is unable to do this, please contact the Regional Librarian, Kirsten Clark, to discuss alternatives.
- Each list or group of lists sent via email must include the following information in the email text: the depository library name and depository number, the list dates, and the list numbers attached. Lists should be sequentially-numbered throughout the year (e.g. 2009-01, 2009-02, etc.) to assist in record-keeping.
- Withdrawal lists sent via email must use the Withdrawal List Template format.
- Lists should be emailed to Clarice Ostman.
- Email the lists following the schedule below and using the subject line withdrawal list.
Regional Withdrawal CalendarTo facilitate efficient processing by the Regional and to encourage regular weeding in selectives, see the withdrawal calendar & email lists by the last day of the month: