Discard List Procedures for Georgia Depository Libraries

Please see Appendix E in the Georgia State Plan for further information about disposal guidelines for Georgia Depositories.

Discard list format:

All selective depository libraries are expected to use the standard discard list form available for download here.
Fill in the library name, contact information and format of the items listed (one format type per list) in the appropriate fields at the top of the discard list form. Please let UGA know if your contact person for handling discard lists has changed.
Lists should be kept to 500 lines or less; longer lists should be split into smaller lists as appropriate. If your library is doing a large weeding project that will involve many lists please let UGA know in advance.
Items should be listed in Sudoc order.
Continuous ranges of volume/issue numbers for the same Sudoc stem in any format may be listed as such on the discard list form if the range is complete; otherwise items should be listed individually.
Lists of electronic documents should include specific format types (i.e. CD-ROM, DVD, video, etc) in parentheses after each item's title.
Items that were received as gifts or are duplicates should be indicated by including (duplicate) after the title; if this information is not included on the list and the item is less than 5 years old, UGA can deny permission for that publication to be discarded.
If the Sudoc number, title, etc is too long for a box on the discard list form adjust the row height to make the text wrap. Please do not adjust the column widths for any reason as this will affect the page settings.

Discard list submission, acknowledgement & next steps:

Discard lists should be saved and sent using the specified naming convention.
All discard lists must be submitted as an attachment to docsproc@uga.edu. Please note that this email address is for discard list submissions and questions ONLY; all other depository related-questions should be sent to the Federal Regional Depository Librarian.
An acknowledgement email will be sent when a list is received indicating how long it will take UGA to process that list. Please let UGA know if your contact person for handling discard lists has changed.
Once a list has been processed an email will be sent indicating which items (if any) UGA needs for their collection.
Processed lists will be posted to DOCSGA-L indicating the deadline by which other libraries must request documents from the list. Libraries will be asked to contact the library offering the documents directly; preference will be given to depository libraries. Please keep all publications on the list until the deadline has expired; at that time libraries may dispose of any documents not requested in the appropriate manner.

Download the discard list form here.
- updated 2/19/09

To save the Excel discard list form as a template:

Open the file
Choose your library's name from the "Select a library from the list" dropdown menu
File > Save As
In the dropdown menu at the bottom of the Save As box choose "Template (*.xlt)
Click Save

To create a new list from your discard list template:

Open Excel
File > New
In the menu that opened on the right side of the screen choose Templates > On my computer
In the templates window choose the discard list template and click OK

When saving a list please use the following naming convention:

libraryname_yyyymmdd.xls

Example - a list from UGA Libraries sent on December 1st, 2008 would be named:

ugalibraries_20081201.xls

Please save all lists as .xls extensions.