University Libraries

Minnesota State Plan For Federal Depository Library Services - With Proposed Revisions

Minnesota State Plan For Federal Depository Library Services - Draft Revisions Revisions:
Table of Contents:
  1. Introduction
  2. Authority and Responsibility
  3. Review and Amendment Process
  4. Cooperation and Consultation
  5. Organization
  6. Communication
  7. Resources
  8. Collection Development
  9. Services
  10. Publicity
  11. Requesting/Dropping Depository Status
APPENDIX A:Directories of Minnesota Federal Depository Libraries
APPENDIX B:Additional Services Offered by the Regional Library
APPENDIX C:Communication
APPENDIX D:Standards for Depository Resources
APPENDIX E:Disposal Guidelines
APPENDIX F:Example of a Selective Housing Agreement
APPENDIX G:Glossary
APPENDIX H:State Plan Committee Members

I. INTRODUCTION

Federal Depository Library Program

The Federal Depository Library Program (FDLP) is the American public's primary source of free access to Federal Government information. Administered by the U.S. Government Printing Office (GPO), the program provides for the distribution of U.S. government publications to a network of more than 1,300 public, academic, law, federal, and other libraries in virtually every congressional district. Minnesota is home to twenty-five federal depository libraries. Materials are distributed by the government to depository libraries for the purpose of providing public access to them. The materials remain the property of the government. Depository libraries are staffed and equipped to assist the public in locating and using government information in a variety of formats including paper, microfiche, maps, CD-ROM, DVD, video and online. These materials are available for use by any member of the public, and depository libraries provide free public access to electronic federal government information. The GPO assists depository libraries by providing for the cataloging and classification of publications in the FDLP, including those which are online only. The communication and training that is facilitated by the FDLP helps depository library staff develop collections and provide services more efficiently, and also helps improve government information products.

The FDLP has its origins as early as 1813, when Congress began distributing government documents to libraries. The current program operates under the provisions of Chapter 19, Title 44 of the United States Code, and is administered by the GPO, which was established in 1861. The GPO provides materials and services to depository libraries, and is responsible for administrative oversight of the program. The GPO also supplies a series of manuals with regulations and instructions, and guidance regarding the regular self-study <!-- delete "and" --> inspection <!-- delete "of participating libraries" -->.

Congress, federal, and judiciary agencies are making a concerted effort to transform the provision of government information, including the FDLP, to a primarily electronic system. This electronic transition presents special challenges to libraries and to the GPO in identifying, evaluating, selecting, organizing, cataloging and preserving government information, and in providing appropriate equipment and assistance for users. Depository libraries have a particular responsibility to connect users to government information, regardless of format.

Background of the State Plan

State plans for depository libraries were first developed following a resolution of the Depository Library Council to the Public Printer in April of 1981. With the advent of the electronic transition, state plans are being revised to reflect the new requirements and relationships of the electronic depository program. In a letter to all depository library directors in August 2001, the Superintendent of Documents encouraged the development of new or revised state plans to reflect the changes of the electronic information era.

The new Minnesota State Plan for Depository Libraries, hereafter referred to as the "State Plan," will enhance coordination within the depository library system in Minnesota, and will assist the libraries in providing efficient and effective access to the federal government information needed by citizens of the state. The coordination embodied in the State Plan will improve services to the public and reduce costs through greater formal cooperation and networking among depository and other libraries.

Use of the State Plan

The State Plan is a mission statement, a planning document, and a statement of responsibility for Minnesota depository libraries. It will remain a flexible, living document that will be expanded and amended as needs dictate. The State Plan should be used in conjunction with such GPO tools and guides as Instructions to Depository Libraries, Guidelines for the Depository Library System, and other similar publications.

In adopting the State Plan, the directors of Minnesota federal documents depository libraries agree to provide:

  • Compliance with Title 44 and all rules and regulations of the FDLP.
  • Participation by staff members in the Minnesota Association of Federal Depository Libraries (MAFDL) and its Executive Committee, and in depository training opportunities.
  • Cooperation with the regional depository with respect to discards, training, visits, and other activities.
  • Provision of necessary staff and funds for depository library services as part of budgetary and resource planning.
  • Cooperation in collection development, including current item selections, withdrawal of outdated material, and retention and preservation of historically useful documents.
  • Guarantee of public access to government information.
  • Provision of adequate equipment, reference service and assistance for the use of electronic government information resources.
  • Bibliographic access to inform users of the library's resources.
  • Use of the depository collections for interlibrary loan.
  • Publicity and promotion of depository collections and services.

II. AUTHORITY AND RESPONSIBILITY

A committee of federal depository librarians in Minnesota has developed this State Plan. In order to be effective, the State Plan requires the support of all depository libraries in the state. The director and federal documents librarian of each depository library will sign a letter of agreement indicating commitment to the goals of the State Plan. The letters of agreement will be maintained in the files of the Regional Library. The State Plan will become effective when it is approved by a majority of depositories.

Minnesota federal depository libraries staff members are automatically members of the Minnesota Association of Federal Depository Libraries (MAFDL). This includes directors, librarians, and technical staff. An Executive Committee will be elected to assist the Regional Librarian in implementing, monitoring, and amending the State Plan and its associated documents, and other duties as outlined below.

Executive Committee Membership:

  • The Regional Library will have a permanent seat on the Committee.
  • The Minnesota state library agency will have an ex-officio position on the Committee.
  • The state's depository libraries, with each library having one vote, will elect four other members. The terms for each member will be two years, with two members elected each year. In the first election, two members will be elected for one-year terms, and two for two-year terms. There is no limit on the number of terms Committee members may serve. Terms will begin at the end of the Annual Government Publications Information Forum, also known as the Spring Forum. A goal is to have broad representation by geographic region and type of library.
  • A Nominating Committee will be established by the Executive Committee to oversee the election process. Voting will be done by mail-in ballot. Ballots will be mailed to all depository libraries one month before the Spring Forum. To be nominated, a candidate must be associated in some way with a federal depository library. Self-nominations will be allowed and encouraged.

Functions of the Executive Committee:

  • Choose a Chair and Recording Secretary. <!-- added 8/30/2006 -->
  • Monitor State Plan implementation, and assist libraries in developing necessary services and documentation.
  • Review the State Plan and recommend amendments or additions as appropriate; manage the review and amendment process. A formal review of the State Plan will occur every five years.
  • Publicize the State Plan and depository libraries throughout the state.
  • Coordinate planning for the annual Spring Forum, and report on State Plan issues at the Forum.
  • Encourage increased use of electronic government information resources.
  • Encourage inclusion of government publications in library catalogs and web pages.
  • Maintain regular communications with libraries and others concerning the State Plan.
  • Share reports with other agencies and library groups as appropriate.
  • Assure communication between depository libraries in the state and the Government Printing Office (GPO).
  • Apply for and administer grants.

III. REVIEW AND AMENDMENT PROCESS

Any depository library may propose an amendment to the State Plan. Proposed amendments will be submitted to the Executive Committee, which will review them for appropriate location in the State Plan, and manage the voting process.

Notice of proposed amendments, including the exact text, must be distributed to all depositories one month before the Spring Forum. Depository librarians should consult with their directors regarding amendments. Time will be set aside at the Forum to discuss the amendments. Voting will take place by mail after the Forum, with each depository library having one vote. Amendments will become part of the State Plan when passed by a majority of depository libraries.

IV. COOPERATION AND CONSULTATION

The Minnesota state library agency will be consulted to ensure that the State Plan is consistent with and supportive of other planning efforts in the state. In addition, other appropriate governing boards and consortia will also be consulted as appropriate. These may include the Higher Education Service Office (HESO), the Minnesota State College and University System (MnSCU), MINITEX Advisory Board, MnLINK Policy Advisory Council, and Council of Academic Library Directors.

V. ORGANIZATION

There are two types of depository libraries in the Federal Depository Library Program (FDLP), selective and regional. Minnesota has twenty-four selective depository libraries and one Regional Library. Participants include seven public libraries, ten public academic libraries, four private academic libraries, and four law libraries. A directory of these libraries can be found in Appendix A or at http://govpubs.lib.umn.edu/fedmn.phtml.

Selective Depository Libraries

Selective depositories may select materials available through the FDLP to serve the needs of their clientele. They must provide free and equitable access to these FDLP publications (including those published in electronic format only) to the entire public, not only their primary clientele, and must provide for the proper maintenance of depository materials entrusted to their care. Selectives are required to keep depository materials for five years. Some selectives retain all or most of the documents received, while others maintain a strict five-year weeding and disposal schedule.

Regional Depository Libraries

The University of Minnesota Government Publications Library is the regional depository library for Minnesota and South Dakota. The Head of the Government Publications Library serves as the Regional Librarian. The Regional Library receives and retains at least one copy of all new and revised FDLP tangible publications and also must provide free and equitable access to government information resources. Administratively, the Regional Library has the primary responsibility to ensure the comprehensiveness and integrity of Minnesota's depository resources. The Regional Library grants permission to the selectives for the disposal of program material and coordinates with the selectives to promote quality depository library service in Minnesota. Additional services offered by the Regional Library are discussed in Appendix B.

South Dakota depositories are served by the same Regional Library as Minnesota, but they will develop their own State Plan. However, many of the programs and training opportunities mentioned in this State Plan include South Dakota depositories through their connection to the Regional Library.

VI. COMMUNICATION

Basic Communication

The Minnesota federal depository libraries have several avenues open to them for communication. The official listserv for the depository libraries is MINNDOCS. Each federal depository library in Minnesota is required to have at least one staff member subscribed to MINNDOCS. Other communication opportunities include the bi-monthly Minntrodocs meetings, the official meeting venue for the Minnesota Association of Federal Depository Libraries (MAFDL); membership in Minnesota Library Association Government Documents Roundtable (MLA/GODORT); and the Spring Forum. More information on these communication options is available in Appendix C.

Programs/continuing education

  • MLA/GODORT sponsors one or more programs at the MLA Annual Conference each year, separately or in conjunction with other MLA entities. These programs are on topics of interest to the broader library community concerning issues related to access to government information. The chair of MLA/GODORT serves as the planning chair for the MLA program(s).
  • The Spring Forum is the primary venue each year for training/continuing education for documents librarians and staff. Programs at the Forum provide opportunities for skills enrichment and exploration of tools/topics deemed necessary by the documents community. Both outside resource persons and Minnesota/South Dakota depository personnel participate in the presentation of Forum programs. The Forum is sponsored by the MAFDL, the Regional Library, and MLA/GODORT.
  • Other training opportunities will be offered as needed, and any depository library can sponsor such opportunities for its own staff and for the broader library community.

Personal contacts and library visits

  • Personal contact is the most effective way for depository library personnel to give each other support. Documents librarians should have knowledge of each other's collections, services, facilities, and areas of expertise and are encouraged to call upon each other for assistance, especially with selective depositories serving the same Congressional district. Recommended contact could include individual visits between libraries, meetings within Congressional districts, and attendance at the Federal Depository Library Conference, MLA/GODORT and Minntrodocs meetings. Depository library staff is encouraged to visit at least one other depository each year. Regular sharing of reference questions on the MINNDOCS listserv can function as a problem-solving mechanism and a way to highlight the strengths (and occasional limitations) of depository resources.
  • Visits by the Regional Librarian to selective depository libraries may be <!-- delete "in conjunction with Government Printing Office (GPO) inspections," 8/30/2006 --> in response to a request for assistance, or a simple informal visit. It is important for the Regional Librarian to become aware of the strengths and weaknesses in Minnesota depositories in order to assess needs and evaluate the success of the Federal Depository Library Program (FDLP) in Minnesota and to make recommendations to library administrators concerning staffing, technological support, compliance, etc.
  • The Regional Librarian will conduct orientations for depository staff (whenever possible) in order to familiarize new documents staff with the FDLP. Orientations will include historical information about GPO, a review of operating resources (Instructions to Depository Libraries, the regional web site, the State Plan, etc.), an overview of the documents community in Minnesota, and an introduction to the workings of the Regional Library -- including tours, introductions to staff, and observation of documents processing and maintenance functions.

VII. RESOURCES

In addition to the receipt of selected documents, resources in the Federal Depository Library Program (FDLP) include each depository library's staff time and financial commitment necessary to provide free access to government information. The level of resources provided by each depository varies according to the percentage of items selected and the financial abilities of the library's institution. Appendix D outlines the minimum depository standards in personnel, equipment, and financial responsibility.

VIII. COLLECTION DEVELOPMENT (ALL FORMATS)

Collection Development Policy

Each depository library selects current federal government information to fit the needs of its clientele and surrounding community. A collection development policy for government documents outlines these needs and provides guidance for the selection of new items, retention of older materials, and overall depth of the documents collection.

Each depository library's collection development policy should:

  • Define the scope of the collection by discussing subject areas the depository will support. The self study template from the Government Printing Office (GPO) (http://www.access. gpo.gov/su_docs/fdlp/pubs/fdlm/selfstud.html) is particularly relevant and helpful in this endeavor.
  • Define coordination of item selection with neighboring depository libraries, as well as selective housing policies. The Regional Library receives one copy of every tangible publication, which is held indefinitely with the exception of designated superseded items. Selective depositories are advised to coordinate their item selection with neighboring depositories. It is especially important for depositories within each Congressional district to coordinate selections as well as services. The benefit of such coordination is enhanced access to public information for patrons in a given geographic area. Self-assessment of collection strengths will appear in Appendix A in the future. Selectives will make every attempt to compare and discuss their item selection on an ongoing basis in order to achieve a comprehensive collection that continues to meet anticipated users' needs. In some cases, documents may be housed in locations other than the main depository collection. Some documents may be sent to area branch libraries, or to storage due to space issues. To facilitate easy location of these selectively housed documents, bibliographic records should be present in the library catalog with location information. Before these materials are moved, an agreement must be signed stating that they will be treated as depository items and follow all standards laid out in this State Plan. A sample selective housing agreement can be found in Appendix F.
  • Highlight the Federal Depository Library Program (FDLP) "Basic Collection" (http://www.access.gp o.gov/su_docs/fdlp/pubs/fdlm/basic.html).
  • Reflect cooperation and coordination of access to depository information in a variety of formats throughout the state. Core documents should be available in tangible format in more than one depository in the state. To comply with the FDLP's substitution guidelines, a Memorandum Of Understanding between the Regional and other depositories clearly stating how many copies of titles in the "Basic Collection" will be retained, will ensure that a tangible copy is available in perpetuity in Minnesota.
  • Define its level of bibliographic control (see Appendix D, Standards for Depository Resources).).
  • Define the level of non-depository materials purchased by the library to support the documents collection. Service to documents collections requires a commitment to purchasing non-depository items that provide added value to the depository collection. These may include commercial indexes, bibliographies, online databases, directories, periodicals and monographs. The purchase of paper versions of government publications which are available online may be appropriate for some collections.
  • Define retention policies and preservation guidelines. The collection development policy extends beyond current acquisitions to include the entire depository collection. Through years of depository service and through acquisitions made outside the depository program, some libraries have developed comprehensive runs of specific titles or extensive holdings for specific agencies. Such holdings should be made known to other depositories in the state so that they may direct users to them. If a library will no longer retain a long run or a particular agency's output, other depositories will be notified so that they may house the collection or work towards creating their own in-depth collection. A list of special collections and long runs of documents held by depository libraries will be included in Appendix A in the future.
  • Encourage consortial agreements for the purchase of and access to proprietary materials. <!-- added 8/30/2006 -->
  • Outline weeding and disposal guidelines (see Appendix E, Disposal Guidelines).

A collection development policy necessarily evolves as a depository's needs change and as GPO introduces new formats and subjects. Therefore, as a working document, each library should review its policy on an annual basis. A complete copy of GPO's collection development guidelines can be found on the FDLP Desktop (http://www.access.gpo.gov/su_doc s/fdlp/index.html).

Each selective depository will provide a copy of Each selective depository will provide a copy of their collection development policy to the Regional Library for its files.

IX. SERVICES

Public Access

Federal depository libraries in the State of Minnesota will provide free access by the general public to the resources of the documents collection, including electronic resources, as provided in Section 1911 of Title 44 of the United States Code.

Depository libraries will ensure that access to the government documents collection is in compliance with the Americans with Disabilities Act.

Depository libraries will post a sign or the depository emblem in a prominent location indicating that the library is a federal depository, and that government information products can be used by the general public without charge. In addition, each library will prepare promotional material describing its government information collection and services, as described in Section X.

Each depository library will provide an assortment of equipment to access its depository collection within the library, including photocopiers, microform reader-printers, and computer workstations that comply with the Federal Depository Library Program's (FDLP) "recommended specifications" and "minimum technical requirements". The purchase of equipment necessary to access the depository collection is an obligation that accompanies a library's designation as a depository.

Public service hours will be posted. Libraries that offer night and weekend service hours to their primary clientele must provide comparable service hours to depository patrons. Any difference in the hours for the depository portion of the library and the general collection will be posted in a prominent location.

Users may be charged the "usual and customary" fees for auxiliary services such as printing and photocopying. These charges will not differ from regular library charges.

Depository libraries reserve the right to bar or remove any individual who poses a threat to library staff, other patrons, or the security of their collections.

Internet Use

Each library will develop an Internet use policy that follows the guidelines established for FDLP participants, and each depository library will comply with the Minimum Technical Requirements for Computer Workstations (http://www.acc ess.gpo.gov/su_docs/fdlp/computers/index.html#MTR and in Appendix D).

Since the use of filtering software may restrict access to official FDLP information, depository libraries must allow users the option to use workstations without filtering software, or to turn off the filter while searching FDLP information. As necessary, staff will turn off filtering for the user. <!-- added 8/30/2006 -->

Reference Service

Depository libraries will provide reference assistance to all users interested in government information. In each depository library, there will be recognized focal points for inquiries about government information.

Staffing levels will be sufficient to deliver effective reference assistance. Library staff will have basic knowledge of the core collection and its application. Staff working with government documents will be encouraged and supported to improve their knowledge of federal government information by regularly attending workshops and seminars. Depository library staff are encouraged to offer at least one in-service event each year.

Libraries will provide the user with instructions in running computer applications and developing search strategies. When the library owns an item, but not the appropriate hardware or software, it will provide the user with alternative service options.

Each depository library in Minnesota will be familiar with the resources and the services available in Minnesota's other depository libraries and at the Regional. Depository libraries in Minnesota will cooperate with each other in the areas of reference and bibliographic instruction and by other means of resource sharing.

Bibliographic Access

Each depository library in Minnesota will maintain bibliographic information indicating its depository holdings. Depositories are strongly encouraged to include bibliographic records as well as active electronic links for government information in their library catalogs.

Many depositories in the state are part of the MnLINK Gateway (http://www.mnlink.org). Their library catalogs can all be searched at one time by choosing the Gateway Library Group called Federal Depository Libraries.

Interlibrary Loan

Depository libraries in Minnesota will provide depository materials on interlibrary loan except for high use information products and other non-circulating items. Interlibrary loan policies will be consistent with the circulation of non-depository materials in the library's collection. Documents clearly marked and cataloged as reference are not required to circulate.

Depository libraries borrowing documents from other libraries will comply with current Interlibrary Loan standards.

Depository libraries will provide photocopies of depository materials to other libraries consistent with that for non-depository materials.

Depository librarians and staff will assist interlibrary loan staff with the depository system as needed. ILL staff should be made aware that depository documents received before 1976 are unlikely to appear in library catalogs, and that many depository libraries which purchase cataloging records do not set their holdings in OCLC.

X. PUBLICITY

Promotion of collections and services is an important function of depository libraries. In order for citizens to utilize government information, they must know it exists. Minnesota's federal depository libraries are committed to increasing awareness of the Federal Depository Library Program (FDLP). In conjunction with the Regional Library, and in keeping with the guidelines listed in chapter 7 of the Federal Depository Library Manual, Minnesota's selective depositories seek to promote their resources to staff within their own libraries, existing library users and citizens residing within their respective Congressional districts. Minnesota's federal depository libraries will actively promote their collections and services using some or all of the following means:

  • Provide subject access to federal documents by including bibliographic records in library catalogs.
  • Advocate for continued and/or increased access to government information by including bibliographic records for federal documents in shared/statewide online library catalogs.
  • Increase internal (within the library) awareness of federal documents through:
    1. Information sessions/tours of the documents area.
    2. Informal sessions on topics such as the Superintendent of Documents ("SuDocs") Classification.
    3. Tutorials on CD-ROMs and depository databases such as STAT-USA.
    4. Formal and informal communication with the library director about the benefits of the depository collection.
    5. Promotional displays and exhibits.
    6. Announcements about new publications at meetings and on electronic library news lists.
  • Increasing promotion to principal library users through:
    1. Informational/instructional sessions on documents resources/services.
    2. Bibliographic instruction sessions that incorporate documents.
    3. Promotional displays and exhibits.
    4. Pamphlets that advertise documents.
    5. Announcements about federal documents in library newsletter.
    6. Government information web pages.
  • Increasing promotion to area citizens through:
    1. Newspaper and radio announcements.
    2. Traveling displays at county fairs, and other public events.
    3. Correspondence with newspaper editors and community leaders about pertinent government information topics/issues.
    4. Selective housing agreements with other libraries and agencies.
    5. Government information Web pages.
  • Alert non-depository library personnel about trends and topics pertaining to federal government information through:
    1. Formal participation as speakers or panelists at conferences geared for other types of information specialists (e.g. school media specialists, catalogers).
    2. Promotional exhibits for MLA and other state library conferences.
    3. Participation in discussions on electronic discussion lists other than Govdoc-l.
  • Utilize resources to the promote the depository library collection, such as:
      <!-- delete "<li>"Promoting the Federal Depository Collection" (Bonnell)<br /> <a href="http://www.ilstu.edu/~abonne/promotion.htm">http://www.ilstu.edu/~abonne/promotion.htm</a>.</li> <li>"Depository Promotion" (Federal Depository Library Manual, chapter 7)<br /> <a href="http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/93fdlm.html#7">http://www.access.gp o.gov/su_docs/fdlp/pubs/fdlm/93fdlm.html#7</a>.</li>" 8/30/2006 -->
    1. "Promoting Depository Collections and Services" (FDLP Desktop)
      http://www.access.gpo.gov/su_d ocs/fdlp/pr/index.html.
    2. Government Documents Displays Clearinghouse
      http://www.lib.mnsu.edu/lib/govdoc/proj/tutorials/finalfront2.html.<!-- URL updated-->
  • Share promotional ideas with colleagues from other depositories through:
    1. Announcements posted on MINNDOCS, Govdoc-L and other discussion lists.
    2. E-mail correspondence.
    3. Formal/informal discussions at Minntrodocs,/GODORT, and MLA meetings.
    4. Visits to other depository collections.

XI. REQUESTING/DROPPING DEPOSITORY STATUS

Requesting Depository Status

A library can receive depository status either through designation by Members of Congress, or by special provision as outlined in Title 44 of the United States Code. More detailed information on requesting depository status can be found in the Designation Handbook for Federal Depository Libraries (http://www.access.gpo.gov/su _docs/fdlp/pubs/desig.html).

The List of Depository Libraries by Congressional District found in Appendix A outlines each current Minnesota depository library's designation.

Dropping Depository Status

A depository library has the right to relinquish its depository status if it finds it can no longer meet the obligations of the Federal Depository Library Program (FDLP). Depository status may also be terminated by the Superintendent of Documents if the library fails to meet the requirements set forth by the law.

Before a depository library decides to give up depository status, the library director and documents librarian should consult with the Regional Librarian regarding reasons behind dropping status and steps involved in the process. After consulting with the Regional and as an alternative to dropping depository status altogether, a library could become an electronic-only depository which would entitle it to keep its tangible collection. <!-- added last sentence 8/30/2006 -->

If a library decides to drop depository status, letters must be sent to the Superintendent of Documents and to the Regional Librarian. At the time of termination of status, the regional library has the authority to claim for its collections, or any selective depository collection, any depository document received by the library under the FDLP. The library may submit a list of publications it wishes to retain. These items will be addressed by the Regional Librarian on a title by title basis.


APPENDIX A: DIRECTORIES OF MINNESOTA'S FEDERAL DEPOSITORY LIBRARIES

A basic online directory is available at http://govpubs.lib.umn.edu/fedmn.phtml. Work is currently being done on a new directory that will include information such as collection strengths, reference hours, and other services offered.

Directories available:

Minnesota Federal Depositories

*Contact information updated to reflect September 2006 information.

Anoka County Library
711 County Rd. 10
Blaine, MN 55434-2398
Phone: (763) 717-3267
FAX: (763) 717-3259
Bemidji State University
A.C. Clark Library
Government Publications
1500 Birchmont Drive N.E.
Bemidji, MN 56601-2699
Phone: (763) 755-3342
Carleton College Library
One North College Street
Northfield, MN 55057
Phone: (507) 646-4264
FAX: (507) 646-4087
Dakota County Library
1340 Wescott Road
Eagan, MN 55123-1099
Phone: (651) 688-1500
FAX: (651) 688-1515
Duluth Public Library
520 West Superior Street
Duluth, MN 55802
Phone: (218) 730-4243
FAX: (218) 723-3815
Gustavus Adolphus College
Folke Bernadotte Memorial Library
Government Documents
St. Peter, MN 56082
Phone: (507) 933-7569
FAX: (507) 933-6292
Hamline University
School of Law Library
1536 Hewitt Avenue
St. Paul, MN 55104-1237
Phone: (651) 523-2351
FAX: (651) 641-2435
Hennepin County Library
Southdale-Hennepin Area Library
7001 York Avenue South
Edina, MN 55435-4287
Phone: (952) 874-5933
FAX: (952) 847-5976
Minneapolis Public Library
Technology/Science/Government Documents Department
300 Nicollet Mall
Minneapolis, MN 55401-1992
Phone: (612) 630-6000
Minnesota State Law Library
Minnesota Judicial Center
25 Rev. Dr. Martin Luther King, Jr. Boulevard
St. Paul, MN 55155
Phone: (651) 297-7661 or (612) 296-2775
FAX: (651) 296-6740
TDD: (651) 282-5352
Minnesota State University, Mankato
Memorial Library
PO Box 8419 - ML 3097
Mankato, MN 56002
Phone: (507) 389-5952 or (507) 389-5953
FAX: (507) 389-5155
Minnesota State University Moorhead
Livingston Lord Library
Documents Department
1104 Seventh Avenue South
Moorhead, MN 56563
Phone: (218) 236-2349
FAX: (218) 299-5924
Ramsey County Public Library
Roseville Library
2180 N. Hamline Ave.
Roseville, MN 55113
Phone: (651) 628-6803
FAX: (651) 628-6818
Saint Cloud State University
James W. Miller Learning Resources Center
Documents Section
720 Fourth Avenue South
St. Cloud, MN 56301-4498
Phone: (320) 308-4755
FAX: (320) 308-4778
Saint John's University
Alcuin Library
Collegeville, MN 56321-2500
Phone: (320) 363-2122
FAX: (320) 363-2126
Saint Olaf College
Rolvaag Memorial Library
1510 Saint Olaf Avenue
Northfield, MN 55057-1097
Phone: (507) 646-3452
FAX: (507) 646-3549
Saint Paul Public Library
Temporary Location and Contact Information:
Hamline-Midway Branch Library
1558 W. Minnehaha
St. Paul, MN 55104
Phone: (651) 632-5179
FAX: (651) 642-0323
Southwest State University
Government Resources
1501 State Street
Marshall, MN 56258
Phone: (507) 537-6176
FAX: (507) 537-6200
University of Minnesota
Government Publications Library
10 Wilson Library
309 19th Avenue South
Minneapolis, MN 55455
Phone: (612) 624-5073
FAX: (612) 626-9353
Electronic mail: govref@umn.edu
University of Minnesota
Law Library
229 Nineteenth Avenue South
Minneapolis, MN 55455
Phone: (612) 625-4309
FAX: (612) 625-3478
University of Minnesota
Magrath Library
1984 Buford Avenue
St. Paul, MN 55108
Phone: (612) 624-1212
FAX: (612) 624-3793
Electronic mail: magrath@umn.edu
University of Minnesota, Duluth
Library
10 University Drive
Duluth, MN 55812-2496
Phone: (218) 726-8100
FAX: (218) 726-6205
University of Minnesota, Morris
Rodney A. Briggs Library
Documents Department
Morris, MN 56267
Phone: (320) 589-6176
FAX: (320) 589-6168
William Mitchell College of Law
Warren E. Burger Law Library
871 Summit Avenue
St. Paul, MN 55105
Phone: (651) 290-6424
FAX: (651) 290-6318
E-mail: reference@wmitchell.edu
Winona State University
Winona State University Library
176 West Mark St.
Winona, MN 55987-5838
Phone: (507) 457-5148
FAX: (507) 457-2679

Minnesota Federal Depositories by Congressional District (108th Congress)

District 1

  • Gustavus Adolphus College (Representative 1941)
  • Minnesota State University, Mankato (Representative 1962)
  • Winona State University (Representative 1969)

District 2

  • Carleton College (Senate 1930)
  • Dakota County Library (Representative 1983)
  • Saint Olaf College (Representative 1930) <!-- deleted "1983" 8/30/2006 -->

District 3

  • Hennepin County Library, Southdale (Representative 1971)

District 4

  • Hamline University Law School (Law School Library 1978)
  • Minnesota State Law Library (State, date unknown)
  • Ramsey County Library (Representative 1995)
  • Saint Paul Public Library (Senate 1914)
  • University of Minnesota, St. Paul (Representative 1974) <!-- deleted "Senate" 8/30/2006 -->
  • William Mitchell College of Law (Law School Library 1979)

District 5

  • Minneapolis Public Library (Representative 1893)
  • University of Minnesota, Law School (Law School Library 1978)
  • University of Minnesota, Wilson Library (Land-grant 1907)

District 6

  • Anoka County Library (Representative 1971)
  • Saint Cloud State University (Senate 1962)
  • Saint John's University (Representative 1954)

District 7

  • Minnesota State University Moorhead (Representative 1956)
  • Southwest State University (Representative 1986)
  • University of Minnesota, Morris (Senate 1963)

District 8

  • Bemidji State University (Representative 1963)
  • Duluth Public Library (Representative 1909)
  • University of Minnesota, Duluth (Representative 1984)

Minnesota Federal Depositories by Date of Designation
  • 1893 - Minneapolis Public Library
  • 1907 - University of Minnesota, Wilson Library (Regional)
  • 1909 - Duluth Public Library
  • 1914 - Saint Paul Public Library
  • 1930 - Carleton College
  • 1930 - Saint Olaf College
  • 1941 - Gustavus Adolphus College
  • 1954 - Saint John's University
  • 1956 - Minnesota State University Moorhead
  • 1962 - Minnesota State University, Mankato
  • 1962 - Saint Cloud State University
  • 1963 - University of Minnesota, Morris
  • 1963 - Bemidji State University
  • 1969 - Winona State University
  • 1971 - Anoka County Library
  • 1971 - Hennepin County Library, Southdale
  • 1974 - University of Minnesota, Saint Paul
  • 1978 - Hamline University Law School
  • 1978 - University of Minnesota, Law School
  • 1979 - William Mitchell College of Law
  • 1983 - Dakota County Library
  • 1984 - University of Minnesota, Duluth
  • 1986 - Southwest State University
  • 1995 - Ramsey County Library
  • Date Unknown - Minnesota State Law Library

Minnesota Federal Depositories by Library Type

Academic

  • Bemidji State University
  • Carleton College Library
  • Gustavus Adolphus College
  • Minnesota State University, Mankato
  • Minnesota State University Moorhead
  • Saint Cloud State University
  • Saint John's University
  • Saint Olaf College
  • Southwest State University
  • University of Minnesota, Wilson Library
  • University of Minnesota, Saint Paul
  • University of Minnesota, Duluth
  • University of Minnesota, Morris
  • Winona State University

Public

  • Anoka County Library
  • Dakota County Library
  • Duluth Public Library
  • Hennepin County Library
  • Minneapolis Public Library
  • Ramsey County Public Library
  • Saint Paul Public Library

Law

  • Hamline University
  • Minnesota State Law Library
  • University of Minnesota Law Library
  • William Mitchell College of Law

APPENDIX B: ADDITIONAL SERVICES OFFERED BY THE REGIONAL LIBRARY

The Regional Library must provide certain services to the selective libraries: interlibrary loan, reference and technical processing advice, and the approval for disposal of depository of materials. Selective depositories and other libraries may contact the Regional Library with other requests, such as:

  • Instructions for the disposal of depository materials.
  • Visits.
  • Orientations or advice relating to the depository program and procedures.
  • Technical processing advice.
  • Consultations about preparing for cataloging tape loads.
  • Copies of biennial surveys, inspection reports, self studies, collective development statements, memoranda of agreement, and other documents related to the functions of the selective depository library.
  • Collection development advice.
  • Assistance with self study/inspections processes.
  • Disaster planning and recovery.
  • Making selective housing arrangements.
  • Consultation on requesting or dropping depository status.

APPENDIX C: COMMUNICATION

Email/listservs

MINNDOCS list is the official communications vehicle for federal depository libraries in Minnesota (and South Dakota). It is used for official messages from the Regional Library, for notices of meetings, and also for general information and questions for and from documents librarians. This list is also used to share information about Minnesota state documents, connecting subscribers to information from the Legislative Reference Library, which coordinates the state depository program in Minnesota. Each federal depository library in Minnesota is required to have at least one staff member on MINNDOCS. Any number of other staff members may also subscribe. Other interested persons may subscribe as well, as long as their postings to the list are in keeping with the purpose of the list.

Information on subscribing and posting to MINNDOCS is available on the University of Minnesota Government Publications Library web page (http://govpubs.lib.umn.edu/minndocs.phtml ).

Meetings/affiliations

  • Minntrodocs is the official meeting venue for the Minnesota Association of Federal Depository Libraries (MAFDL). It is open to all depository librarians and staff interested in federal and state depository library issues and government information in general in Minnesota. Meetings are held five times per year in January, March, July, September, and November and are hosted on a volunteer basis by depository libraries. Minntrodocs has a chair who sends out meeting notices and agendas via the MINNDOCS list and facilitates the discussion at meetings. These meetings are an effective way for the documents community to become better acquainted, to share information, and to become familiar with the collections and programs of other depository libraries. Planning for the Spring Forum and the Minnesota Library Association (MLA) annual conference also takes place at Minntrodocs meetings.
  • Minnesota Library Association Government Documents Round Table (MLA/GODORT) exists to promote the use of government documents and exchange information about government information among librarians in Minnesota. Any member of MLA is invited to join GODORT and attend its meetings and programs. MLA/GODORT has two officers: a chair and a vice chair/chair-elect. Each year at the MLA Annual Conference MLA/GODORT holds its annual business meeting, at which time a new vice chair/chair-elect is elected. The new chair and chair-elect assume leadership in January.
  • The Annual Government Publications Information Forum, commonly known as the Spring Forum, originated in 1988 and is held over a two-day period each spring. Sponsors for this event are the Regional Library, Minntrodocs, MLA/GODORT, and MAFDL, with input from the South Dakota depositories. Representatives from each group work to plan and carry out the event. The vice chair/chair-elect of MLA/GODORT is the official planning chair for the Spring Forum. The Forum is open to documents personnel in Minnesota and South Dakota. Each depository library in Minnesota is strongly encouraged to send participants to the Forum. The Forum is a rich opportunity for community building, continuing education, materials exchange, problem solving, planning, etc. In addition to programs for depository librarians and technical staff, a depository director's meeting will take place every two years, in conjunction with the Spring Forum.

APPENDIX D: STANDARDS FOR DEPOSITORY RESOURCES

Human Resources

  • Depository Librarian

    Each depository will designate a librarian as the primary contact for the depository collection. This contact will act as liaison between the depository library and the Federal Depository Library Program (FDLP). For selective depositories, the librarian will also act as liaison between the depository library and the Regional Librarian. Within the depository library itself, the librarian will work with the administration to make sure the measures put forth by this State Plan and by the FDLP are met.

    With the constantly changing nature of federal documents, the depository librarian is expected to keep up-to-date on documents issues and training opportunities.

    1. The librarian should subscribe to pertinent listservs (Govdoc-L, MINNDOCS, MINITEX, and MnLINK).
    2. Membership in the American Library Association (ALA), and the ALA Government Documents Round Table (ALA/GODORT), the Minnesota Library Association (MLA), and MLA/Government Documents Round Table (MLA/GODORT) is encouraged as is membership in any other organization that relates to federal documents.
    3. The librarian should make every effort to attend the Spring Forum.
    4. The librarian should attend a national meeting at least once every three years. These could include the Fall Depository Library Conference held in Washington, D.C., the Spring Council Meeting held in a different location each year, or the Annual Interagency Depository Seminar held in Washington, D.C.
  • Technical Assistants

    Each depository will provide enough technical support to meet the processing needs of that library's selection rate. As with the depository librarian, the technical staff is expected to keep up-to-date on documents issues and training opportunities related to the technical part of the depository collection.

    1. Technical assistants should subscribe to pertinent listservs (Govdoc-L, Doctech-L, MINNDOCS, MINITEX, and MnLINK).
    2. Membership in the American Library Association (ALA), the Minnesota Library Association (MLA), the ALA Government Documents Round Table, and MLA Government Documents Round Table is encouraged as is membership in any other organization that relates to federal documents.
    3. Technical assistants should make every effort to attend the Spring Forum.
  • Other Library Staff

    Depository staff should keep other members of the library up-to-date on documents issues. This includes providing training opportunities to reference and technical staff.

    Every effort should be made to establish and cultivate relationships with appropriate library staff who facilitate the technical aspect of accessing documents.

Physical Resources: Work Areas

The public's access to federal resources is dependent upon the efficient processing of government publications. Depository staff must have adequate, ergonomic workspace and at least one computer workstation per staff member. These workstations need to efficiently handle the processing functions and other responsibilities as described in this State Plan.

Technological Resources: Public Access and Minimum Computer Specifications

Federal publications available through depository libraries come in various tangible formats (microform, CD-ROMs, DVDs, videos, print, maps) as well as electronically via the Internet. Appropriate equipment and Internet connections should be available so users can access the information contained in these formats. This includes, but is not limited to, microfiche readers/printers, Arial printers for interlibrary loan, copy machines, VCRs, scanners, and fax machines.

For depositories to provide adequate access to electronic government resources, it is essential that at least one public access computer workstation be maintained with the minimum computer specifications stated annually by Government Printing Office (GPO) (http://www.access.gpo. gov/su_docs/fdlp/computers/index.html).

Financial Resources and Responsibility

Libraries with depository collections are responsible for providing consistent budgetary funds to maintain, develop and catalog the depository collection. This requires adequate planning for current and future use of the library in terms of equipment (up-to-date computers), non-depository library resources (reference books and databases), and staff training (meetings, workshops, conferences, classes).

Cataloging Resources: Bibliographic Control

Every effort should be made to provide the same bibliographic control for federal documents as is given to the rest of the library's collection. At the most basic level, depository libraries will maintain a recording of its depository holdings to the piece level.

If possible, bibliographic records should be included in the library catalog. These records can be done in-house, or obtained through GPO or a commercial vendor. Records for both tangible and electronic only items should be included in the catalog, with linked URLs or PURLs provided when applicable.

Each library will have a procedures manual that outlines the bibliographic policies of the depository library.


APPENDIX E: MINNESOTA REGION U. S. DEPOSITORY PUBLICATIONS DISPOSAL GUIDE

These disposal guidelines are in place till December 31, 2010. From January 1, 2011, please follow the revised guidelines. Selectives may switch to the revised guidelines any time between now and January 1st.

Introduction

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 exempted publications listed below, all publications must be retained for five years from the date of receipt. For discard 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 discard policies in the context of the community's needs.

Discard 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 (GP 3.26:D 44/2000 or http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/index.html). All persons working with depository collections should be familiar with the Instructions and with the Depository Library Manual (and Supplements) (GP 3.29:D 44/993 or http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/)

Requesting Permission to Discard Publications

  1. Exceptions to the five-year rule
    1. The following publications may be discarded without regard for the five-year rule:
      1. Publications listed on the Superseded List (GP 3.2:Su 7/996 or http://www.access.gpo.gov/su_docs/fdlp/pubs/suplist/index.html). These publications may be discarded without notification of the Regional when superseded as indicated.
      2. Government publications which are duplicates or are received outside of the depository system (gifts, Documents Expediting Project, direct mail, etc).
      3. Depository publications received from Government Printing Officer (GPO) but not selected may be discarded without permission from the Regional.
    2. 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).
    3. Publications which are replaced by microfiche, commercial reprint, or other re-publication may be discarded 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 at any time.
    4. The Federal Depository Library Program (FDLP) has developed guidelines for substituting electronic versions for tangible depository publications. These guidelines are available online at the FDLP Desktop (http://www.gpo.gov/su_docs/fdlp/coll-dev/subguide.html).
  2. Discarding Depository Microfiche
    1. Depositories may discard microfiche after the mandatory 5-year retention without providing lists to the Regional.
    2. Large collections or long runs of serials in fiche may have interest for the Regional. The Regional should be informed of these intended discards in a letter with a description of the collection. A detailed inventory is not necessary. The letter should specify that the library plans to discard, for example, the Federal Register earlier than 1990, or all microfiche from the 1980 census. Letters identifying major microfiche discards do not need to follow the monthly discard schedule.
  3. Withdrawal Lists for Paper and Tangible Electronic Publications
    1. All publications received through the depository program in paper or tangible electronic format (floppy disk, CD-ROM, etc.), and not covered under the five-year rule above, must be listed for the Regional Library before discarding with the following exceptions.

      If a document is listed on one of the above lists or shows as available on one of the Twin Cities campus libraries, it can be withdrawn at any time by the selective depository.

    2. 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.
    3. 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.
    4. Withdrawal lists sent via email MUST use the Withdrawal List Template format.
    5. Lists should be emailed to Clarice Ostman.
    6. Emailed withdrawal lists will follow the schedule below.
  4. To facilitate efficient processing by the Regional and to encourage regular weeding in selectives, the following discard schedule should be followed:
    Month SuDoc stems beginning with:
    January Y
    February A
    March C
    April D
    May E, F, G
    June Month off
    July H
    August I, J
    September L, M, N
    October O, P, R, S
    November T, V, W, X
    December Month off

    Lists must be emailed by the last day of the month.


APPENDIX F: AGREEMENT FOR SELECTIVE HOUSING OF U.S. DEPOSITORY DOCUMENTS

Below is a sample selective housing agreement based on the Federal Depository Library Manual (http://www.access.gpo.gov/su_doc s/fdlp/pubs/fdlm/).

This Agreement is made on (date) by and between (lending) Library and (receiving) Library. This Agreement is entered into for the purpose of: (specify). The documents are lent for (specify time) but remain the property of the U.S. Government Printing Office under the control of (lending) Library. In pursuance of this Agreement, the (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 the Federal Depository Library Program, 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, stamps, 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. The (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 party (specify) days in advance before all documents are returned to (lending) Library.

Director:

(signature)
(date)
(lending) Library
(receiving) Library


APPENDIX G: GLOSSARY

A full list of Federal Depository Library Program terms is available at http://www.access.gpo.gov/su_docs/fdlp/tools/glossary.html. Terms used within this State Plan are listed below.

Annual Government Publications Information Forum
Annual conference for Minnesota and South Dakota depository libraries, usually located at the library of the MLA/GODORT Chair-Elect. Provides a place for depository staff to meet and discuss depository-related topics.

Depository Library (Depository)
Designated by Congress or by law to receive government information products without charge provided the library meets certain conditions.

Federal Depository Library Program (FDLP)
Federal program for disseminating government information products in all media to participating libraries, or depositories.

Federal Documents Librarian
Librarian designated as the contact person for the Regional Library and the Federal Depository Library Program.

Forum, see Annual Government Publications Information Forum

Government Printing Office (GPO)
Produces and procures printed and electronic publications for Congress and the departments and establishments of the Federal Government. Also catalogs, distributes, and sells Government publications in printed and electronic formats.

Inspection
Until 2005, f<!-- preceeding added 8/30/2006 -->ormal on-site audit by GPO inspectors of a depository's operation to determine compliance with the Instructions to Depository Libraries and Title 44, United States Code. Replaced by self-study inspection. <!-- last sentence added 8/30/2006 -->

Minnesota Association of Federal Depository Libraries (MAFDL)
The state-level governing group for the depository libraries in Minnesota. Open to any staff member from a depository library.

Regional Depository, also called Regional Library
Special designated depository chiefly responsible for the integrity and comprehensiveness of a state or region's depository collection of U.S. Government information.

Selective Depository
Receives only those item numbers that fulfill government information needs of primary clientele and the public within a geographic area.

Selective Housing
Extended loan of depository materials from a designated library to one that is not a depository

Self-Study
A depository's self-assessment which reviews their operation and determines compliance with standards in advance of a possible on-site inspection.

Spring Forum, see Annual Government Publications Information Forum

State Plan
Statewide guidelines for cooperative collection development, disposition, promotion, and other services for depository libraries.

Superintendent of Documents
Government official in charge of the Government Printing Office's Federal Depository Library Program and sales program.

Superseded List
List of document titles or series that are regularly replaced by new editions.


APPENDIX H: STATE PLAN COMMITTEE MEMBERS

Helen Burke
Minneapolis Public Library

Kirsten Clark, Chair
St. John's University

Dicksy Howe-Noyes
Southwest State University

William Kenz
Minnesota State University Moorhead

Mary Sue Lovett
St. Olaf College

Marlys McGuire
University of Minnesota, St. Paul

Mark McCullough
Minnesota State University, Mankato

Laurel Stiebler
Minnesota State Law Library

Julia Wallace, Regional Librarian
University of Minnesota, Minneapolis

Sandra Williams
St. Cloud State University

Plan created: July 29, 2002