Disposal Guidelines and Procedures for Georgia Depository Libraries

Disposal Guidelines | Discard List Procedures | Discard List Form | Naming Convention | Mailing Label

Disposal Guidelines

General guidelines

Disposal guidelines are based on the Legal Requirements & Program Regulations of the Federal Depository Library Program.

Selective depository libraries in Georgia may dispose of government documents received through the Federal Depository Library Program (FDLP) after they have been retained for 5 years. All selective depository libraries are expected to follow the guidelines set by the University of Georgia (UGA), the state's regional depository library, when discarding government documents. No documents received through the FDLP can be discarded until written permission is received from UGA.

Documents intended for discard must be submitted to the University of Georgia for approval per the Discard List Procedures below. Items that can be submitted for approval to discard include:

Items on the Superseded List do NOT have to be listed, with the exception of maps (see map exception below).

Arrangements can be made for libraries doing major weeding projects, particularly those working under tight deadlines, to discard documents without submitting lists. All such arrangements are made at the discretion of the regional depository coordinator.

Exceptions

If you have any questions about the following exceptions to the disposal guidelines, please contact the regional depository coordinator.

  • Map exception - all maps to be discarded, including those on the Superseded List, MUST be submitted on a list for approval to discard.
  • Microfiche exception - selective depository libraries do NOT need to list microfiche UNLESS they fall within the following ranges:
Starting number
Ending number
CSA 1.2 CSA 1.8/2:1105-2
D101.60/7:993/Mar. D 101.96:31/8
GS 4.107:49/189 GS 4.107:51/60
I 1.98:W 52/Draft/supp. I 29.86/2:18/6/supp.2
L 36.102:W 89/8 L 37.2:Y8/21
LC 4.# LC 26.7/2:998/4
Y 1.1/7 Y 1.1/8
Not the full range - 103rd Congress ONLY
Y4.AG 8/3:A- Y4.AG 8/3:R88/19
Y4.AR 5/3:S.prt.98-123 Y4.B 22/1:101-185

Printable PDF list

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Discard List Procedures

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 will deny permission for that publication to be discarded.
  • Items that meet the Substitution Guidelines to Replace Tangible Materials with Online Equivalents should be indicated by including the URL of the online equivalent along with the title(s) to be discarded and an explanation on the discard list (i.e. available online as...); if this information is not included on the list and the item is less than 5 years old, UGA will 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 and 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 regional depository coordinator.
  • 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. When sending requested items to UGA:
    • Include a copy of the first page ONLY of the discard list(s) from which UGA has requested items in each box or envelope,
    • Use mailing label sent with the request email from UGA on ALL boxes and/or envelopes.  Make sure to include your return address and indicate the number of boxes you will be sending (i.e. Box 1 of 3, Box 2 of 3, etc) on each mailing label. The mailing label an also be downloaded here
  • 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.

Offering discarded materials to libraries outside of Georgia

After UGA has given permission to discard and the deadline for offering documents to Georgia libraries has passed, selective depository libraries are encouraged to offer their discards to libraries outside of Georgia, particularly if lists include older documents. Processed lists can be posted to any or all of following regional and national databases and listservs. Please note that each database or listserv has unique rules and requirements for posting and offering discarded materials; make sure to read the instructions before posting processed lists.

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Discard List Form

Download the discard list form here.

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

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Discard List Naming Convention

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.

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Mailing Label

Download the mailing label to send requested items to UGA here.

When sending requested items to UGA:

  • Include a copy of the first page ONLY of the discard list(s) from which UGA has requested items in each box or envelope.
  • Use mailing label sent with the request email from UGA on ALL boxes and/or envelopes.  Make sure to include your return address and indicate the number of boxes you will be sending (i.e. Box 1 of 3, Box 2 of 3, etc) on each mailing label. The mailing label an also be downloaded here
  • Contact UGA if you have questions or need assistance with packing or shipping requested items.

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Georgia State Plan for Federal Depository Library 2017 - Appendix E