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Intructions for Disposal of U.S. Government Depository Publications

Intructions for Disposal of U.S. Government Depository Publications

Final

Revised November 2004

The California State Library as Regional Depository has established the following procedures for discarding U.S. government depository publications under the provisions of Section 1912, Title 44, U.S. Code and Instructions to Depository Libraries (April 1992).

  1. Selective depositories must obtain permission from the State Library before discarding depository publications. This applies to all depository copies of publications, except for "secondary" copies, as defined in the Instructions, Chapter Four, especially sections D, H, and I, and microfiche.
  2. The holding library must prepare a list of publications to be discarded according to the following guidelines:
    1. Any number of publications may be listed. However, errors and delays will be minimized and reviewing will be simplified if lists are kept as brief as possible. YOU DO NOT NEED TO INCLUDE MICROFICHE. ALSO, PLEASE DO NOT INCLUDE SUPERSEDED ITEMS WHICH YOU MAY DISCARD WITHOUT OFFERING ON A LIST. (see Instructions, Chapter Four, Section I).
    2. All publications listed must meet the criteria contained in Instructions, Chapter Four, especially sections D, H, and I.
    3. Superintendent of Documents classification number, title,and date of receipt must be included for each item listed. If you have a continuous run of a periodical or monographic series you may list all in one entry, e.g., JNCI, v.l, no.1-v.16, no.23, 19xx-19xx; or, U.S.G.S.Professional Papers nos. 601-B through 899-C, 19xx-19xx. If the run is almost complete, do as above and indicate "with gaps".
  3. The list may be submitted to the State Library in the following formats:
    1. E-mail list or attachment (Word or WordPerfect)>
    2. Diskette
      **Lists submitted electronically must indicate the software used to create the list.
  4. In order to assure the continued availability of publications within the state, the State Library will review the discard list and acquire any publications it needs by notifying the holding library.
  5. The State Library may, at its discretion, refuse to grant permission to discard. A list containing publications retained fewer than five years by the holding library should have a note attached justifying the disposal of the publications (e.g., received in error, duplicate, replaced with microfilm, etc.).
    After reviewing the list, the State Library will return it to the submitting library. The library then MUST offer the items on the list to other depository libraries in its geographic region which have indicated interest in reviewing disposal lists.  (Southern California region list) (Northern California region list) Reviewing libraries then have 30 days to make selections and notify the holding library.
  6. A library may choose various options in deciding how to distribute its lists to other libraries. It may send the lists to the depositories in its region in paper format, or electronically via diskette, e-mail, ftp, etc. SHORT lists (2 pages maximum) may be posted on CALDOC-L (caldoc-l@csus.edu). The library may publish lists on its own Web site, posting a message on CALDOC-L announcing the location of the list and indicating how long it will remain on the site. Libraries posting items electronically must give federal depository libraries in California first priority when processing requests for items. Questions about this procedure should be directed to the State Library.
  7. The holding library must retain listed publications for the 30-day period, after which time it may treat the publications as secondary copies (see the Instructions, Chapter Four).
  8. Please remember that if the offered publications are sold, either as second-hand books or as waste paper, the proceeds, along with a letter of explanation, must be sent to the Superintendent of Documents.
  9. Lists may be sent to: dcismowski@library.ca.gov

For additional information please call David Cismowski, Information Resources and Government Publications at 916-651-6814.