Oklahoma State Plan for the Federal Depository Library Program
Collection Development and Resource Sharing
Bibliographic Control
Quality of Service
Public Relations
Electronic Resources
Preservation
Contingency Planning
Termination Guidelines
COLLECTION DEVELOPMENT AND RESOURCE SHARING
Goal: TO ASSURE THAT A COMPLETE BODY OF FEDERAL INFORMATION IS ACCESSIBLE TO ALL RESIDENTS OF OKLAHOMA THROUGH THE ACQUISITION AND DEVELOPMENT OF CURRENT AND RETROSPECTIVE COLLECTIONS IN ALL APPLICABLE FORMATS.
Each depository library will accept the responsibility to:
1. Maintain the Suggested Core Collection specified in the Federal Depository Library Manual for its particular type of library. [Add link to new manual.]2. In addition to the Suggested Core Collection, acquire those additional documents which are appropriate for the goals and objectives of the library and which meet the needs of its Congressional District, the local users, and non-depository libraries in its area.
3. Create and update a written collection development policy as a component of the overall library collection and development policy.
4. Participate in cooperative agreements or selective housing arrangements when appropriate.
5. Review item selections and weeding/disposal policies on a continuing basis, recognizing the enduring value of historic print collections.
6. Recommend for acquisition commercially produced tools that would strengthen the Federal information collection.
7. Keep abreast of information updates important to the depository community through participation in listservs, at the minimum with subscriptions to OKDOCS-L and FDLP-L. See Depository Library Handbook for other listservs important to the depository community.
In addition to the above, the Regional Depositories will, in addition, accept the responsibility to:
1. Support the mandate of the Regional Depository Act of 1962 by maintaining, either in paper, microform, or electronic products, a complete collection of all federal documents distributed through the Depository Program.
2. Following procedures in Appendix A, coordinate disposal of documents by selective depositories in Oklahoma to ensure that retrospective documents not widely held will be identified and retained in the state.
a. Simplify procedures required of depository libraries in the disposal and transfer of Federal documents.
b. Ensure that retrospective documents not widely held will be identified and retained in state.3. Fill in gaps in the Regional's retrospective documents collection whenever possible.
4. Continue to compile, update, and distribute a directory of Oklahoma federal and state depository libraries which will include information on each library's staff, service policies, electronic searching capabilities, and special holdings of commercial tools and document series.
BIBLIOGRAPHIC CONTROL AND ACCESS
Goal: TO PROVIDE A LEVEL OF BIBLIOGRAPHIC ACCESS TO FEDERAL INFORMATION THAT WILL ENABLE USERS TO IDENTIFY AND RETRIEVE GOVERNMENT PUBLICATIONS AS EFFICIENTLY AS POSSIBLE.
Each depository library will accept the reponsibility to :
1. Maintain an up-to-date record of its depository holdings which indicates the location of each document.2. Provide bibliographic access for documents that is equal to that of other comparable library materials.
3. Build and maintain a core reference collection of depository and commercial catalogs, indexes, and directories sufficient to meet local user needs.
4. Develop workable and efficient procedures to ensure that newly received materials are processed and available for use in a timely manner.
5. Make use of available electronic tools as needed to improve efficiency of processing procedures.
6. Comply with Minimum Technical Guidelines for electronic resources set by the U.S. Government Printing Office (GPO).
7. Maintain a homepage that will provide links to federal agency sites and resources that support the depository program.
Goal: TO INSURE FREE PUBLIC ACCESS AND THE HIGHEST QUALITY OF SERVICE FOR ACCESSING FEDERAL GOVERNMENT INFORMATION.
Each depository library will accept the responsibility to:
1. Provide trained staff to assure quality reference service.
2. Make depository collections available through interlibrary loan.
3. Encourage participation in government information-related continuing education programs by the depository and non-depository library staff.
4. Provide adequate space and equipment to house the documents collection in all formats in a manner that will best facilitate public access and use.
5. Ensure that access to the documents collection is in compliance with the Americans with Disabilites Act.
6. Include access to government information in the library's pertinent service documents, such as Service Policies, Internet Use Policy, and Strategic Plan.
The Regional Depositories will, in addition, accept the responsibility to:
1. Provide statewide reference and interlibrary loan services, and retain a complete documents retrospective collection in paper, microform, and/or electronic format suitable for use by the borrowing libraries as recommended by current GPO guidelines. [add URL.]2. Encourage communications between the regional library and other depository libraries by means such as toll-free telephone numbers, telefaxs, computer links, or listservs.
3. Provide duplication service, both for interlibrary loan and for replacement of lost or damaged materials.
4. Sponsor workshops and seminars which address the training and continuing education needs of depository librarians and other interested persons.
5. Provide help and training for librarians newly assigned to administer depository collections.
6. Advocate for attendance by depository personnel at training and continuing education opportunities throughout the state.
7. Provide consultative services to depository libraries and participate in visits conducted by the U.S. GPO.
Goal: TO INCREASE PUBLIC AWARENESS OF THE AVAILABLILITY AND USEFULNESS OF FEDERAL GOVERNMENT INFORMATION.
Each Depository library will accept the responsibility to:
1. Make use of available marketing/public relations tools and techniques to acquaint users in the community and Congressional district of the value of its federal depository holdings by means of new document displays, user guides, posters, newsletters, news releases, catalogs, brochures, and Web pages.2. Encourage use of federal government information by training staff and customers through workshops, web sites, and active participation in professional meetings.
The Regional depositories will, in addition, accept the responsibility to:
1. Support the efforts of selective depositories to increase the public's knowledge of documents and services available through the Depository Library Program.2. Do statewide marketing.
Goal: TO ENSURE ACCESS TO ELECTRONIC GOVERNMENT INFORMATION AND PRODUCTS.
Each depository library will accept the responsibility to:
1. Provide access to electronic formats according to guidelines in the GPO Handbook.
In addition each depository library will be encouraged to:
2. Maintain an online catalog that will provide URLs for government material available via the Internet.
3. Maintain a web page that will provide links to federal agency sites and resources that support the depository program.
Goal: TO PRESERVE THE DEPOSITORY COLLECTIONS IN THE STATE OF OKLAHOMA AND ENSURE PERMANANENT PUBLIC ACCESS TO FEDERAL GOVERNMENT INFORMATION.
1. Encourage pursuit of a preservation plan which encompasses current technology in preservation methods for all formats of government information.
Goal: TO ENSURE THAT LIBRARIES HAVE A DISASTER/CONTINGENCY PLAN THAT PROTECTS THE FEDERAL DEPOSITORY COLLECTIONS.
Each depository library will accept the responsibility to:
1. Develop a disaster contingency plan as a part of their library's contingency plan which includes a priority list of critical documents. It is highly recommended to place the shelflist first.
Goal: TO ENSURE THAT LIBRARIES CONSIDERING TERMINATING THEIR PARTICIPATION IN THE DEPOSITORY PROGRAM HAVE GUIDELINES TO FOLLOW.
Termination Guidelines For Oklahoma Selective Depository Libraries. Copied with permission from the Library of Michigan, http://www.michigan.gov/textonly/0,2964,7-160-17449_18637_18649-112864--,00.html
Authorization for withdrawal of depository libraries from the Federal Depository Library Program (FDLP) is based on Instructions to Depository Libraries, Chapter 1, Section C.
A. Prior to the Decision to Withdraw
The depository coordinator will contact the Regional Librarian at the earliest possible point in the discussion of possible withdrawal.
A meeting between the Regional Librarian and leadership of the library considering withdrawal will be held to emphasize the benefits of continuation in the FDLP and to articulate the consequences of withdrawal.
1. Implications for the terminating library with regard to the loss of any or all of its federal documents collection as stated in Section C below (Disposal Requirements) will be emphasized.
2. Arrangements for continued receipt of GPO standing order titles must be made with a commercial library vendor prior to sending the termination letter to avoid possible gaps in receipt.
3. If the library considering withdrawal holds a congressional designation, the Regional Librarian will contact the library’s congressional delegation to indicate the possibility of withdrawal. If the selective library decides to remain in the depository program at the conclusion of its deliberations, the Regional Librarian will inform the congressional delegation.
If a decision to withdraw from the program is under consideration, background information is available on the FDLP Desktop at http://www.access.gpo.gov/su_docs/fdlp/staywiththeprogram.html.
B. Decision to Withdraw
· The withdrawing library will notify the Government Printing Office and the Regional Librarian of its intent to withdraw no less than six months before the planned date of withdrawal. The withdrawal letter must be addressed to the Superintendent of Documents at the following address (sent by overnight courier, not the United States Postal Service), and also faxed to GPO at 202-512-1434 and 202-512-1432:
Superintendent of Documents
U.S. Government Printing Office (SD)
Washington, DC 20402
· A copy of the withdrawal letter must be sent to the Regional Librarian at the Oklahoma Department of Libraries or Oklahoma State University.
· The terminating library must inform other depository libraries within the same Congressional district of its intent to withdraw.
· The Regional Librarian will communicate once again with the withdrawing library’s Congressional delegation, informing the delegation of the library’s decision and their right to appoint another library if the withdrawal creates a vacancy in the FDLP program.
C. Disposal Requirements
The terminating library will contact the regional depository library to determine if missing or wanted documents lists are available.
The terminating library must list all of the documents it does not wish to retain in accordance with Appendix E of the state plan, “Guidelines for the Disposal of U.S. Government Depository Publications”, latest edition. Terminating libraries are exempt from the requirement that material must have been received in the library five or more years prior to the date of the disposal request. All of the other provisions of Appendix E must be met. Terminating libraries must also inquire of all other depository libraries in the Congressional District if they would like to review the lists.
Upon completion of the weeding of the depository material, the terminating library must prepare a final list of the federal property in its possession that the library would like to keep. This list will be submitted to the regional depository library and copies made available to the other selective depositories in the Congressional District. The Regional Librarian will determine if any of the material on this list would better serve the state in another depository library’s collection. After the final approval of the list, the Regional Librarian will inform the terminating library by letter (copied to the Office of Education and Development at the Government Printing Office) that their involvement with the FDLP is at end.
The terminating library should expect onsite visits from other documents librarians in the state as part of the review and claiming of depository items from their collection.
January 2007
Web update: April 23, 2007
Questions and comments to:
Steve Beleu, Director, U.S. Government Information Division, Oklahoma Dept. of Libraries
John Phillips, Head, Documents Department, Oklahoma State University Library