Guidelines for Disposal of Federal Documents in Idaho

These guidelines are based on: Instructions to Depository Libraries, revised July 2000 (GP 3.26:D 44/2000)

Selective Federal depository libraries in Idaho may dispose of depository publications after receiving permission from their Regional Depository Library. Depository items no longer needed by the selective depository library, that have been held for at least five years from the date of receipt (not date of publication) can be discarded. In order to maintain a complete collection of federal depository publications for the state, the disposal lists should be sent to the regional depository at the University of Idaho Library and the other selective depository libraries in the state for filling gaps in their collections.

Requesting Permission to Discard Publications:

Types of publications to be included in the disposal list:

• Some publications may be discarded without regard for the five-year rule. These include duplicates, publications received outside of the depository system (gifts, etc) and any superseded publications. While only depository items need to be included in the disposal list sent to the regional depository library for permission to discard, as a courtesy, it is strongly encouraged that any significant publications (e.g. those about Idaho, large sets or long runs of serials, or older ones of possible historical value) should be included in the disposal lists. They should be clearly identified on lists as to the reason for discard (e.g. dup or non-depository). Publications that are replaced by microfiche, commercial reprint, or other re-publication may be discarded in less than five years but must be included in the disposal list. The disposal list must clearly state the reason that these items are being replaced
• Microfiche copies of depository documents may be discarded after they have been retained for five years without offering them on the disposal lists. Large collections or long runs of serials in fiche may have interest for the regional and selective depository libraries. The regional should be informed of these intended discards in a letter with a description of the collection (a detailed list is not necessary).
• All publications received through the depository program in paper or tangible electronic format (floppy disk, CD-ROM, DVD-ROM, etc.), and not listed as exceptions to the five-year rule above, must be listed on the disposal lists.

Each disposal list or group of lists should be accompanied by a cover letter which includes the depository library name and depository number, and discard list date(s) and number(s). Since pages may get separated during the checking process, it is helpful to include at the top of each page of each list the following information: library name, discard list number, page number, and date.

• Submit lists in table format.
• Lists should be in exact SuDocs number order
• Include title, year of publication (for monographs), years of coverage, volumes, and issues (for serials). Include agency name where appropriate (annual reports, etc.).
• Indicate if the publication is in electronic or microformat. Separate electronic and microformat lists may be submitted or the format may be indicated before or after individual titles.
• Indicate reason for discard if held less than 5 years.

Lists may be sent in electronic format via e-mail or on 3.5" diskettes (identify program used), or in paper format.

E-mail lists to: ceegee@uidaho.edu

Diskettes and paper lists should be sent to:

Christine Gray, Government Documents
University of Idaho Library (0135)
Box 442353
Moscow ID 83844-2353

After the regional library has requested any needed documents and granted permission to dispose, the lists should be circulated to the other selective depository libraries in Idaho.

If neither the regional library nor the selective libraries in Idaho request the documents on the lists they may be treated as secondary copies. See part I of Instructions to Depository Libraries for procedures for handling secondary copies. Publications of value may be offered on the national Needs and Offers List at: http://www.access.gpo.gov/su_docs/fdlp/tools/needs_of/index.html.

Remaining documents may be offered to any public library or educational institution in the region. Documents may be disposed of, if no recipient is found after following these procedures.

If depository documents are sold as second-hand books or waste paper, the proceeds with a letter of explanation must be sent to the Superintendent of Documents.