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Georgia State Plan for Federal Depository Libraries 2010

Introduction | Goals & Objectives | Appendices

Committee for the Georgia State Plan for Federal Depository Libraries - 2010

Liya Deng Mercer University	Kathy Piselli Atlanta-Fulton Public Library
Patricia Kenly Georgia Institute of Technology	Hallie Pritchett University of Georgia (chair)
Lori Lester Georgia Southern University	Dean Sullivan University of West Georgia

INTRODUCTION

The Federal Depository Library Program (FDLP), administered by the U.S. Government Printing Office (GPO), makes Federal government information in all formats freely available to the general public via a network of public, academic and Federal libraries throughout the United States and its protectorates. The legal requirements of the FDLP as well as those prescribed by the GPO can be found in the Federal Depository Library Handbook. The Georgia State Plan for Federal Depository Libraries describes both how the FDLP is implemented in Georgia as well as how its depository libraries work individually and collectively to ensure that all residents of the State of Georgia have physical and intellectual access to Federal government information in all formats. To fulfill these purposes, specific goals and objectives that address collection development, access, public service, promotion of government information and communication between depository libraries are detailed in the next section. Objectives have been adapted from both the Federal Depository Library Handbook and current practice; depository coordinators are also expected to be familiar with the entire FDL Handbook as it applies to their library.

The Georgia State Plan for Federal Depository Libraries was initially adopted in 1983 and later revised in 2001; this is the second full revision. Further information about the history of the Georgia State Plan for Federal Depository Libraries can be found in Appendix A. Authority and responsibility for the Georgia State Plan for Federal Depository Libraries, including the process for approval of the State Plan and proposing amendments,is addressed in Appendix B.

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GOALS & OBJECTIVES

Goal 1 - Collections | Goal 2 - Access | Goal 3 - Public Service | Goal 4 - Public Awareness | Goal 5 - Communication

Goal 1 – To collect and maintain as complete a collection as possible of Federal government information in Georgia.

Objectives:

All depository libraries are strongly encouraged to maintain and adhere to a written collection development policy that addresses depository-specific issues, such as item selection and retention, weeding, etc.
Selective depository libraries are expected to meet the needs of the communities they serve through the selection of relevant government publications in the format that best suits their users’ needs.
The regional depository library must retain permanently at least one copy of all government publications in print or microfacsimile, unless they are superseded or the discards are authorized by the Superintendent of Documents.
The regional depository library should actively work to fill in gaps in the regional collection from discard lists, GPO’s Needs and Offers (N&O) list, and elsewhere.
Selective depository libraries must follow the retention guidelines for selective depository libraries as described in the FDL Handbook OR in the Guidelines for Depository Libraries: Substituting Online for Tangible Versions of Depository Publications by Selectives.
Selective depository libraries must follow the discard guidelines and procedures established by the regional depository library (see Appendix H: Disposal Guidelines and Procedures for Georgia Depository Libraries).
All depository libraries are strongly encouraged to have a written, up-to-date disaster plan.
All depository libraries are strongly encouraged to have a preservation policy that is ideally part of the library's overall preservation policy.

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Goal 2 – To ensure all residents of the State of Georgia have access to Federal government information.

Objectives:

Free public access to Federal government information is at the core of the Federal Depository Library Program. Library policies and practices should encourage access to government information in all formats.

The government documents collection, including reference service for its users, should be available during the same hours that the other collections in the library are available.
The general public must be able to access the depository’s collections and services outside standard business hours if the library’s primary users are able to do so. For example, if the depository library offers night and weekend service hours to its primary users, the library must provide comparable service hours to users of depository materials.
In light of the security issues faced by libraries today, a depository library is not required to serve users who do not have a depository-related need to be in the library. It is acceptable to ask visitors for identification, ask questions to make sure that the library has what they need, and/or have them sign a guest register.
Users of government information must adhere to the same standards of behavior expected of other library users. User behavior policies should be developed to address conduct problems.
Public service policies must not deny access to depository resources to users because of their age.
Depository libraries must post signage and/or the depository emblem in a prominent location on or near all public entrances. This sign must indicate that the library is a Federal depository and that government information resources are available for use by the general public without charge. Similarly, the FDLP logo should also be placed in a prominent location on the library Web site or Web pages.
Library policies for public services can impact public access and should address any special requirement for access to Federal government information. The depository coordinator is encouraged to participate in the development of the library’s access policies. The library’s access policy pertaining to Federal government information should be posted on the library’s Web site. The regional depository librarian should be consulted regarding any possible changes in the library’s access policies.
During renovation, relocation, or other temporary disruptions in library operations, public access to depository information resources and services must be maintained. In order to accomplish this requirement, a plan of action should be developed, including the extent of service curtailment and alternative strategies to fulfill requests for government information. The GPO as well as the regional librarian should be notified of any such issues that may affect access to depository collections.

Depository libraries must facilitate access to online/electronic government information.

Depository libraries should have a written policy regarding public services for government information in electronic formats that includes provisions for no-fee access to computer workstations with CD-ROMs, DVDs, diskettes, and the Internet.
Attempts should be made to obtain hardware that meets the latest Workstation Specifications (currently Recommended Specifications for Public Access Computers, 2008).
Use of depository workstations is subject to the library's overall acceptable use policy.
Public access computer workstations may require user authentication for security reasons; however, signage (on computers, posted at tables, on desks) must indicate that users may inquire at the public service desk for assistance.
Log-in or sign-up sheets may be used; however, confidentiality of these records must be assured and consistent with applicable privacy statutes.
Users must be allowed the option to use computer workstations without filtering software, or to turn off the filter while searching FDLP information.
Depository libraries should provide capabilities for printing and downloading and/or transmission of electronic data, e.g., ftp, fax, or e-mail in accordance with existing policies.

Depository libraries are strongly encouraged to provide bibliographic access to all depository items received, regardless of format, via the online library catalog, finding aids, research guides, or other means.
Per the FDL Handbook, Chapter 6: Technical Services, depository libraries must provide piece-level records for all tangible materials received; depository libraries are strongly encouraged to maintain bibliographic records in their online catalogs for electronic-only documents.
Depository libraries are encouraged to participate in national and statewide projects to archive digital government information and digitize tangible government documents.
Per the FDL Handbook, Chapter 8: Preservation, depository libraries must treat all government publications, regardless of format, to at least the same level of preservation as the rest of the library’s collection.
Per the FDL Handbook, Chapter 9: Housing, depository libraries must maintain publications distributed through the Federal Depository Library Program (FDLP) in conditions that are comparable to those of commercially purchased publications. Depository libraries may house parts of the depository collection either in offsite storage or at another facility through a selective housing agreement. All material in offsite storage must be fully cataloged so that it remains accessible. Depository libraries should have policies and procedures in place to ensure reasonable retrieval times for publications not directly accessible to users.
Both collection and public service spaces should comply with standards set by the Americans with Disabilities Act (ADA). Examples of such compliance for users with disabilities include but are not limited to: housing the collection in an ADA-compliant facility; providing adaptive technology and software; and selecting material in Braille or Talking Books formats as appropriate for the collection and audience. Depository libraries are strongly encouraged to provide information on accessibility and assistive technologies available to the general public.

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Goal 3 – To provide the best public service possible to users of Federal government information.

Objectives:

Depository libraries must ensure that reference and research services (hours of service, degree of assistance, and professional expertise of staff) to the general public using depository resources are comparable to those extended to the library’s primary users.
Depository libraries should ensure that government information-related reference services and resources for both in-person and remote users are easy to locate and access. Developing Web pages, guides, or other training aids to facilitate the use of government information resources is strongly encouraged.
Reference services may be provided using methods other than in-person contact, such as by phone, mail, fax, email or chat. Such methods should be the same or comparable for members of the public using the depository collection or government information as for primary users.
Depository libraries should refer users to other depositories for access to unique depository collections and expertise and also offer their own unique expertise, collections and resources to users referred by other depository libraries.
The regional depository library must provide interlibrary loan (ILL) to depository and non-depository libraries in Georgia. Selective depository libraries should provide assistance in borrowing documents from the regional or other depository libraries through ILL by checking indexes and databases for bibliographic information.
Depository libraries must ensure that staff are sufficiently trained to provide services in the use of government information products in all formats. Staffing levels must be sufficient to provide access and assistance.
Depository libraries should have a written policy regarding public services for government information that includes provisions for no-fee access to government information in all formats (tangible and electronic) to all users.

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Goal 4 – To promote public awareness of government information and its availability through the Federal Depository Library Program.

Objectives:

Depository libraries should promote their depository collections and the services available in the use of government information. All depository librarians should highlight government resources that are of general interest, in public demand, in the news, or useful to their users. Depository librarians should use promotional materials from the Library Programs Service of the Government Printing Office to identify their library as a Federal depository. Depositories are encouraged to celebrate significant depository milestones by inviting a member of Congress, local media, and GPO staff to special events in honor of this accomplishment. For ideas and resources to promote Federal depository libraries and government information see Appendix C.
A depository collection is an integral part of the larger library. Depository librarians should share their knowledge and expertise within their own library by cross-training, sharing relevant or interesting documents-related information through e-mail, routing interesting government documents, conducting tours of the documents collection, and other activities which promote your depository to internal staff, faculty, and administrators.
Depository librarians should work cooperatively with other depository libraries in the area to provide links on their Web sites to prominent or useful sites for users. Links to current news topics can incorporate both documents and non-documents. Depository librarians with means to travel to conferences can also debrief nearby depository librarians who cannot.

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Goal 5 – To foster and facilitate communication between depository libraries.

Objectives:

The regional depository library and/or regional depository librarian is responsible for:

Serving as an advisor to the selective depository libraries in Georgia,
Acting as a liaison between the selective depository libraries in Georgia and GPO,
Facilitating state and regional training opportunities,
Answering questions related to depository operations and services,
Promoting cooperation between selective depositories in the state or region, including resource sharing such as interlibrary loan (ILL) and reference assistance,
Promoting communication and enhancing the networking activities between Federal depository libraries in the state or region,
Maintaining and publishing a list of Georgia depository libraries and depository coordinators,
Facilitating the discard process for Georgia depository libraries,
Facilitating an annual meeting of Georgia depository libraries,
Serving as Permanent Executive Secretary for the Georgia Library Association’s Government Information Interest Group,
Maintaining DOCSGA-L, the official listserv for the depository libraries in Georgia,
Managing the Georgia State Plan for Federal Depository Libraries, including:

Making the Georgia State Plan for Federal Depository Libraries available online,
Appointing and chairing a committee of five Georgia depository coordinators plus the regional depository librarian to revise or amend the Georgia State Plan for Federal Depository Libraries as needed.

Selective depositories are expected to:

Appoint a depository coordinator,
Ensure that the regional depository library and the GPO have up-to-date contact information,
Follow guidelines set by regional depository library for document disposal processing (see Appendix H: Disposal Guidelines and Procedures for Georgia Depository Libraries),
Ensure that their depository coordinator and other staff members who work with government documents are subscribed to DOCSGA-L. Active participation in DOCSGA-L, such as asking questions of and responding to colleagues and sharing resources, is strongly encouraged.
Ensure that their depository coordinator and other staff members who work with government documents are subscribed to FDLP-L,
Notify the regional depository library of significant changes in their depository status, such as major changes to their selection profile, major weeding projects, building remodeling projects that affect access to the depository collection, etc.,
Notify the regional depository library and GPO as soon as is reasonably possible in the event of a disaster (fire, flood, etc.) that affects the depository library and/or collection,
Collaborate with neighboring depositories, particularly those within the same congressional district, regarding collection development, promotional activities, and continuing education activities to maximize the exposure of depository services to the communities they serve,
Participate in the annual meeting of Georgia depository libraries, either in person or virtually,
Maintain awareness of local, regional and national trends in the government documents community.

Depository library coordinators and staff are strongly encouraged to attend (in person or virtually) and/or participate in national and regional meetings and organizations such as the American Library Association’s Government Documents Round Table (GODORT) or the semi-annual Depository Library Council Conference and Meeting.
Depository library coordinators and staff are strongly encouraged to participate in the Georgia Library Association’s Government Information Interest Group. The purpose of the Government Information Interest Group is to promote the use and accessibility of Federal, state, and local documents as well as foreign and international documents and to provide support, information-sharing, and instruction for government documents at all levels.

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APPENDICES

Appendix A - History of the Georgia State Plan

Appendix B - Authority and Responsibility for the Georgia State Plan

Appendix C - Resources for Promoting Federal Depository Libraries and Government Information

Appendix D - Important for Depository Library Directors/Administrators

Appendix E - Sample Government Documents-related Policies

Appendix F - Depository Libraries in Georgia and the U.S.

Appendix G - Information about Georgia Depository Libraries’ Collections

Appendix H - Disposal Guidelines and Procedures for Georgia Depository Libraries

Appendix I - Substitution Guidelines to Replace Tangible Materials with Online Equivalents

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Appendix A – History of the Georgia State Plan for Federal Depository Libraries

2010 revision of the Georgia State Plan for Federal Depository Libraries

Committee for the Georgia State Plan for Federal Depository Libraries – 2010:

Liya Deng, Mercer University
Patricia Kenly, Georgia Institute of Technology
Lori Lester, Georgia Southern University
Kathy Piselli, Atlanta-Fulton Public Library
Hallie Pritchett, University of Georgia (chair)
Dean Sullivan, University of West Georgia

In March, 2010 a new Committee for the Georgia State Plan for Federal Depository Libraries was formed to revise the 2001 plan. The first draft of the 2010 revision was distributed via the DOCSGA-L listserv on October 1st, 2010 and discussed at the October 14th meeting of Government Information Interest Group of the Georgia Library Association in Athens, GA. The final draft was distrubuted via DOCSGA-L on December 1st, 2010 and discussed at the December 15th annual meeting of Georgia Depository Libraries in Macon, GA. The 2010 revision was approved via online ballot by the required two-thirds of the state's depository libraries in February, 2011.

2001 revision of the Georgia State Plan for Federal Depository Libraries

Beginning in 1998 and ending in 2000, GPO required all Georgia depositories to complete a Self-Study Evaluation. After reviewing these self-studies, GPO decided to do on-site inspections of seventeen depositories in the state. Both the Self-Study Evaluation and the inspection reports contained questions relating to state plans. Because the existing Georgia State Plan was completed in 1983 and had not been updated or revised since that date, it was suggested that the Georgia State Plan be revised.

In August 1999 at a meeting of Georgia documents coordinators held in Macon, there was a discussion concerning a revision of 1983 Georgia State Plan for Federal Depository Libraries. At this meeting, the decision was made to create a committee to revise the 1983 plan. The following volunteered to serve on the committee:

Michael Aldrich, State University of West Georgia
Martha Ebener, Emory University
Susan Field, University of Georgia (chair)
Guy Frost, Valdosta State University
Maureen Morgan, Berry College
Labrina Tibbs Solomon, Mercer University Law

In April 2001, the draft of the revised state plan was distributed to the Georgia documents community via DOCSGA-L.

A letter concerning the importance of state plans dated August 17, 2001 was sent by the Superintendent of Documents to the directors and documents coordinators of all depository libraries.

On August 28, 2001, the Committee to Revise the Georgia State Plan met in Macon to make changes to the draft of the state plan based on the comments and suggestions received from the participants of a May 10, 2001 meeting.

Ballots to be used in voting for the 2001 revision of the Georgia State Plan for Federal Depository Libraries were sent to Georgia’s depository libraries on June 3, 2002. The revision was approved with 23 depository libraries voting “yes” and two abstentions. Letters of agreement to support and participate in the 2001 revision of the Georgia State Plan for Federal Depository Libraries signed by depository coordinators and their library directors were received by Susan Field, U.S. Regional Depository Librarian, in July, 2002.

1983 - The first Georgia State Plan for Federal Depository Libraries

In December 1981, Lucy Patrick from the Division of Public Library Services of the Georgia Department of Education was designated the contact person for the Georgia State Plan. A general information meeting for documents librarians was held at the Georgia Library Association Spring Workshop in Macon in April 1982. A draft was completed in October and revised after another general meeting in December. The second draft was circulated for comments in early 1983 and a final meeting was held in July 1983 at which time the plan was adopted. The Georgia State Plan was submitted to the Superintendent of Documents in August 1983.

In addition to Ms. Patrick, the following documents librarians were involved in the drafting of the state plan: Jay McNamara at Georgia State University; Susan Field at the University of Georgia; Nancy Johnson at Georgia State University's Law Library; Richard Leacy at the Georgia Institute of Technology; and Elizabeth McBride at Emory University.

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Appendix B – Authority and Responsibility for the Georgia State Plan for Federal Depository Libraries

State Plan Committee

The Federal Regional Depository Librarian will form a committee at least every five years to review and revise the Georgia State Plan for Federal Depository Libraries. The committee will consist of five Georgia selective depository coordinators plus the Federal Regional Depository Librarian who will serve as committee chair. Committee members will provide broad representation by geographic region and type of depository library. Members may be reappointed to the committee.

Approval of the Georgia State Plan

Revisions of the Georgia State Plan for Federal Depository Libraries will become effective when they are approved by two-thirds (2/3) of the depositories in the state. The Regional Depository Librarian will be responsible for managing all aspects of the voting process. Each depository library will have one vote. Once the Georgia State Plan for Federal Depository Libraries is approved, each depository director and documents coordinator will sign a letter of agreement indicating their depository's commitment to the plan. The letters of agreement will be maintained in the files of the Regional Depository Library. Copies of the revised State Plan and the letters of agreement will be sent to the Government Printing Office (GPO).

Process for Proposing and Approving Amendments and Appendices

Any documents coordinator or depository library director may propose an amendment to the Georgia State Plan for Federal Depository Libraries. Proposed amendments should be submitted to the Regional Depository Librarian, who will form a committee to review the amendment(s) for appropriate location in the Georgia State Plan for Federal Depository Libraries. The committee will consist of five Georgia selective depository coordinators plus the Federal Regional Depository Librarian who will serve as committee chair. Committee members will provide broad representation by geographic region and type of depository library. The committee will notify the documents coordinator or library director who submitted the amendment(s) of its decision in a timely manner.

Any new amendment(s) to the Georgia State Plan for Federal Depository Libraries will become effective when approved by two-thirds (2/3) of the depositories in the state. The Regional Depository Librarian will be responsible for managing all aspects of the voting process. Each depository library will have one vote. Copies of the approved amendment(s) will be sent to the Government Printing Office (GPO).

Any changes to all other Appendices of the State Plan will be made as needed by the Federal Regional Depository Librarian without going through the formal amendment process, with the exception of changes to the Authority and Responsibility for the Georgia State Plan for Federal Depository Libraries (Appendix B in the 2010 revision), which will require approval by two-thirds (2/3) of the depositories in the state.

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Appendix C – Resources for Promoting Federal Depository Libraries and Government Information

Great ideas for promotion can be found in these resources:

FDLP Tutorial: New Depository Coordinators

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Appendix D – Important for Depository Library Directors/Administrators

The information in this section is abridged from the Federal Depository Library Handbook.

You are the designated official responsible for ensuring the legal requirements of the Federal Depository Library Program (FDLP) are met. The authority for the FDLP and the legal requirements of Federal depository libraries are found in Chapter 19 of Title 44 United State Code; related U.S. Code, Title 44 chapters that affect depository libraries are Chapters 17 and 41.

Your depository library must have one staff member designated as the depository coordinator. Inform the U.S. Government Printing Office (GPO) and the regional depository librarian at the University of Georgia of any changes in this designation.

Staff with depository responsibilities will be following a set of guidelines from the GPO and the regional depository at the University of Georgia for document acquisition, processing, and disposal. He or she should receive library support for attendance at appropriate local and national meetings to ensure up-to-date procedures are being followed.

Publications received through the Federal Depository Library Program are the property of the Federal government. They must be housed in a manner that facilitates access, preservation, and protection from theft. Your depository library must provide the same care and maintenance of depository materials as it gives to commercially purchased publications. Notify the GPO and the regional depository at the University of Georgia as soon as is reasonably possible in the event of a disaster (fire, flood, etc.) that affects the collection or access to the collection.

Federal depository libraries must provide free public access to depository materials in all formats. Free public access does not mean a depository library must grant circulation privileges to groups outside of the library’s primary user community, although they may choose to do so. Free public access need not equal free printing or copying if your library users must pay for printing and copying of other library materials or resources. The general public must be able to access the depository’s collections and services outside standard business hours if the library’s primary users are able to do so.

Your depository library must post signage or the depository emblem in a prominent location, preferably visible from the exterior of the library. The FDLP logo should also be placed in a prominent location on your library Web site or Web pages.

As library administrator, you are welcome and encouraged to sign up to receive messages from the Library Director's listserv and DOCSGA-L, the official listserv for the depository libraries in Georgia, and to attend the semi-annual Depository Library Council Conference and Meeting to learn more about the valuable service your institution provides as a part of the Federal Depository Library Program.

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Appendix E – Sample Government Documents-related Policies

Sample government documents-related policies, such as access, collection development, Internet use, etc, can be found in these resources:

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Appendix G - Information about Georgia Depository Libraries’ Collections

This section is under construction.

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