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Government Documents and Microforms

PLAN FOR FEDERAL DEPOSITORY LIBRARIES IN LOUISIANA
Revised 2006; minor revision Nov. 2007 [rev. May 2008]
Appendix 5 revised July 2009

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I. INTRODUCTION

The Federal Depository Library Program in Louisiana is part of a national depository library system in which certain libraries are designated to receive federal government information in all formats and to provide access to the residents of Louisiana in the most efficient method. In 1981, the Depository Library Council to the Public Printer, an advisory group, recommended that each state be required to prepare a plan that would coordinate the federal documents depository program within that state. The Council maintained that implementing a state plan would help identify and resolve problems as well as improve service and access. The Public Printer went on record as encouraging such plans "as a modern and potentially cost saving means of improving public access to government documents in accordance with the intent of Title 44."

In early 1982, State Librarian Thomas Jaques called a meeting of representatives of all Federal depository libraries in Louisiana to discuss the possibility of formulating a state plan. On 15 April 1982, representatives of fourteen depository libraries met at the State Library. After discussing problems and concerns with documents services, the group named a committee to draft a state plan. The committee members are listed in Appendix 6.

In two subsequent meetings, the Committee drafted a plan to be known as the Louisiana Federal Depository Library Plan. The Plan adhered to all depository obligations under Title 44, Chapter 19, of the United States Code and the United States Government Printing Office's Instructions to Depository Libraries and Guidelines for the Depository Library System. The Plan established the Louisiana Federal Depository Library Council to oversee the implementation of the Plan and to provide for revisions when needed. It was adopted by the Council on January 17, 1983, and approved by the State Librarian.

In 1987, the Plan was revised by the Council to reflect policy changes. In 1988, the Council chairman appointed a committee to update and amend the Plan. The revised Plan was ratified by the Council, and as part of the revised plan, in 1990 the directors of federal depository libraries signed an agreement in compliance with the Plan.

In accordance with the Louisiana Federal Depository Library Plan, VI, Review and Amendment Process, the Plan was reviewed and revised in May 1996. Committee members are listed in Appendix 6.

In 2000, the Plan was reviewed and revised again. This revision strengthened the emphasis on access to government information rather than the traditional tangible products. In addition, the title was changed. The review committee members are listed in Appendix 6.

The Plan was reviewed and amended again in 2006. A review didn’t take place in 2005 due to the impact of hurricane Katrina on state depositories. Members of the 2006 review committee are listed in Appendix 6.

II. PURPOSE OF THE PLAN

To ensure that residents of Louisiana have adequate access to federal government information, the Plan for Federal Depository Libraries in Louisiana ("the Plan") outlines common goals and objectives for all federal depository libraries in the state.

III. AUTHORITY AND RESPONSIBILITY

The Louisiana Federal Depository Library Council will serve as the final authority on questions of policy and procedure regarding implementation of the Plan. In addition, the Council will monitor the implementation of the Plan. The chief administrator of each federal depository library will sign a document of agreement indicating the library’s commitment to the goals set forth in the Plan. The two regionals, Louisiana State University and Louisiana Tech University, will retain the documents of agreement.

IV. GOALS

The goals of the Plan for Federal Depository Libraries in Louisiana shall be:

  • To ensure that federal government information in appropriate formats is available to the residents of Louisiana.
  • To ensure that government information in federal depository libraries in Louisiana is accessible to all residents of the state.
  • To encourage efficient use of federal depository resources in Louisiana through cooperative agreements and networking.
  • To ensure that federal depository libraries in Louisiana meet or exceed the public service standards established by the U.S. Government Printing Office.
  • To promote and increase awareness within Louisiana of the federal depository program as well as other government information programs.
  • To ensure the future availability of federal government information in federal depository libraries in Louisiana by encouraging preservation efforts.
  • To encourage advocacy and political action by federal depository librarians in Louisiana in support of the federal depository library program and other federal government information resources and systems.

V. IMPLEMENTATION

In order to achieve the goals specified in Section IV, federal depository libraries in Louisiana, in cooperation with the Louisiana Federal Depository Library Council, shall agree to the following:

A. To ensure that federal government information in appropriate formats is available to the residents of Louisiana:
  1. The Council shall encourage cooperative collection development by geographically proximate federal depository libraries to support the information needs of all communities in Louisiana.
  2. The Council shall coordinate efforts to identify and build strong retrospective collections and shall assist in collection development for libraries holding these collections.
  3. The regional depository libraries, Louisiana State University and Louisiana Tech University, shall establish and administer discard procedures in order to ensure availability of government information within each region of the state.
  4. Selective depository libraries shall carry out the weeding process in accordance with guidelines set forth by the U.S. Government Printing Office and in Appendix 5 of this plan.
  5. Each depository library shall assess the needs of its users as a basis for selection, acquisition, and maintenance of its depository library collections, and shall maintain a written collection development policy based on these needs.
B. To ensure that government information in federal depository libraries in Louisiana is accessible to all residents of the state:
  1. The Council shall encourage each Federal depository library in Louisiana to maintain a policy of free public access to depository collections.
  2. Each depository library shall maintain an adequate record of its holdings that shall be available for use by the general public. Adequate is defined as sufficient to allow a library user to discern whether a specific document is available for use in the library and to easily distinguish the publication’s location and format.
  3. Each depository library shall acquire the bibliographic tools, depository items, and commercial indexes that are needed to facilitate verification, acquisition, and retrieval of government information.
  4. Each depository library shall provide bibliographic control for government information in all formats that is comparable to that of other library materials.
  5. Each depository library is encouraged to include bibliographic records for government information in all formats in the library's public access catalog and to provide live links in these records to resources that are available online.
  6. Each federal depository library in Louisiana shall provide equipment needed for accessing the depository collection, such as readers, printers, computers, or other appropriate equipment.
  7. Each federal depository library in Louisiana shall meet the minimum technical standards set by the U.S. Government Printing Office.
C. To encourage efficient use of the federal depository resources in Louisiana through cooperative agreements and networking:
  1. Each depository library shall cooperate with the Council's efforts to integrate government information holdings into state and national bibliographic control systems.
  2. The Council shall identify special collections such as maps, patents, census, etc., and shall promote awareness of these collections.
  3. Depository libraries shall provide efficient interlibrary loan services for government information in appropriate formats and shall encourage non-depository libraries to request government information in appropriate formats for their library users.
  4. The Council shall maintain an awareness of the possible impact on depository libraries of other in-state planning mechanisms, especially those that involve the networking and automation of government information resources.
D. To ensure that federal depository libraries in Louisiana meet or exceed the public service standards established by the U.S. Government Printing Office:
  1. Depository libraries shall provide reference service using government information in appropriate formats that is comparable to reference service given using other library material.
  2. The Council shall encourage continuing education for depository library staff as well as for non-documents librarians.
  3. The chief administrator of each depository library shall encourage participation in continuing education programs by the depository library staff.
  4. Depository libraries shall cooperate with non-depository libraries by providing reference and information services upon referral.
E. To promote and increase awareness within Louisiana of the federal depository program as well as other government information programs:
  1. The Council shall encourage and coordinate state-wide public awareness programs to promote the use of federal government information.
  2. The Council shall encourage the coordination of public awareness programs via partnerships of depository libraries within congressional districts.
  3. Each depository shall establish and maintain an effective public awareness program.
F. To ensure the future availability of federal government information in federal depository libraries in Louisiana by encouraging preservation efforts:
  1. The Council shall encourage each federal depository library in Louisiana to implement a preservation program for government information in appropriate formats.
  2. The Council shall encourage the U.S. Government Printing Office to provide government information in appropriate formats.
  3. The Council shall encourage federal depository libraries in Louisiana to participate in state-wide preservation and disaster response planning efforts.
  4. The Council shall monitor the development and implementation of the Future Digital System being created by the U.S. Government Printing Office.
G. To encourage advocacy and political action by federal depository librarians in support of the federal depository library program and all other federal government information resources and systems:
  1. The Council shall monitor legislation, regulations, and policies on the state and national level that affect the federal depository library program and other government information resources.
  2. The Council shall communicate with officials at the U.S. Government Printing Office, Congressmen, Senators, and other appropriate government officials in support of freedom of access to government information.

VI. REVIEW AND AMENDMENT PROCESS

The Chair of the Council shall report annually to federal depository libraries in Louisiana on the work of the Council and the implementation of the Plan. In years ending in either 0 or 5, the Council shall conduct a formal review of the Plan's contents and viability.

Amendments and revisions to the Plan may be proposed by the Council or any federal depository library in the state. The Council shall advertise for comment on any proposed amendment or revision to the Plan. Revisions to one portion of the Plan may be approved at any time by a majority vote of the members of the Council. Appendix 5 will be revised as needed by representatives of the Regional Libraries in consultation with the Council and in accordance with GPO regulations. Changes made to the Plan as the result of a formal review done in years ending in 0 or 5 must have the support of a majority of the chief administrators of the federal depository libraries in Louisiana.

APPENDIX 1

AGREEMENT DOCUMENT

Plan for Federal Depository Libraries in Louisiana, Revision 2006


_________________________________________________, Depository number _________________, a designated Federal depository library, agrees to participate in the Plan for Federal Depository Libraries in Louisiana in an effort to meet the goals of the Federal Depository Library Program.


__________________________
Library Director Signature

__________________________
Title

__________________________
Date

Instructions for the agreement document:

  • Print a copy of this agreement on your library letterhead and sign it.
  • Make one copy of the signed agreement for your depository library files.
  • Mail or fax the original signed agreement to the appropriate regional librarian:



APPENDIX 2

LIST OF DEPOSITORY LIBRARIES IN LOUISIANA

A current list of Federal Depository Libraries in Louisiana is available on the FDsys website at http://www.access.gpo.gov/cgi-bin/modalldep.cgi?cmd+LA.

A list is also maintained by the Middleton Library at Louisiana State University. This site includes the names of the current government documents librarian at each library and is available at http://www.lib.lsu.edu/govdocs/director.html.



APPENDIX 3

BYLAWS of the LOUISIANA FEDERAL DEPOSITORY LIBRARY COUNCIL

ARTICLE I. Name. The name of this organization shall be the Louisiana Federal Depository Library Council.

ARTICLE II. Purpose. The purpose of the Louisiana Federal Depository Library Council shall be to implement the Plan for Federal Depository Libraries in Louisiana, specifically to:

  1. Review the performance of the Louisiana federal depository libraries in implementing the Plan for Federal Depository Libraries in Louisiana.
  2. Make recommendations to the library community in Louisiana concerning the Federal Depository Library Program.
  3. Make recommendations to the Depository Library Council to the Public Printer and the U.S. Government Printing Office concerning the Federal Depository Library Program in Louisiana.
  4. Monitor and coordinate publicity about the Federal Depository Library Program in Louisiana.
  5. Seek official support of the Plan for Federal Depository Libraries in Louisiana from the chief administrators of federal depository libraries.
ARTICLE III. Membership.

Section 1. General membership. The membership of the Louisiana Federal Depository Library Council shall consist of not more than nine members of the library community.

Section 2. Membership makeup. The two regional libraries shall each have a permanent position on the council. The chief administrator of each regional federal depository shall represent the library or appoint a representative to the Council.
  1. Louisiana State University, Baton Rouge.
  2. Louisiana Tech University, Ruston.
  3. The State Library of Louisiana shall have a permanent seat on the Council. The State Librarian shall represent the State Library or appoint a representative.
  4. The Louisiana Library Association Government Documents Round Table (LLA/GODORT) shall have a permanent position on the Council. The Vice-Chair/Chair-Elect of LLA/GODORT shall represent the Section.
  5. There shall be a representative from an academic library.
  6. There shall be a representative from a public library.
  7. There shall be a representative from a special library.
  8. There shall be a representative from a non-depository library.
  9. There shall be a representative of government information users.
Section 3. Election. Prior to the spring meeting, the Council Chair shall publicly solicit nominations for candidates to fill the positions of representatives whose terms will be expiring in June of that year. The Chair will contact any candidates who were nominated by others to ensure that they are willing to serve on the Council. The Chair will present the slate of candidates to the Council at the spring meeting for a vote. Before the end of June, the successful candidate in each category shall be notified in writing by the Chair.

Section 4. Term of Office. The members of the Council who represent the non-permanent positions shall serve two years and may be re-elected for a second term.

Section 5. Vacancies. Vacancies on the Council shall be filled by the manner specified in Section 3 of these bylaws.

Section 6. Alternates. A member of the Council may designate an alternate to serve in his/her absence.

ARTICLE IV. Officers of the Council.

Section 1. Officers. The Officers of the Council shall be a Chair and a Secretary. The term of office shall begin on July 1.

Section 2. Selection of Officers. The Chair and the Secretary shall be elected by the Council during its spring meeting. Members of the Council who have served a minimum of one year are eligible for election as Chair.

Section 3. Term of Office. The Chair and the Secretary shall serve a one-year term and shall be eligible for re-election to office. Both officers shall be limited to two consecutive terms.

ARTICLE V. Duties of the Officers

Section 1. The Chair. The Chair shall preside over all meetings of the Council. He/she shall have the duty of organizing the work of the Council. He/she shall appoint such committees as necessary to carry out the duties of the Council. Further he/she shall serve as spokesperson for the Council.

Section 2. The Secretary. The Secretary shall prepare an agenda and record the minutes of meetings and proceedings of the Council. The Secretary shall maintain an official file documenting the work of the Council.

ARTICLE VI. Meetings

Section 1. Regular meetings. The Council shall meet twice a year, in the spring and in the fall, at times and locations designated by the Chair of the Council.

Section 2. Additional meetings. The Chair may call additional meetings of the Council. Upon the written request of a majority of members of the Council or a majority of the chief administrators of federal depository libraries in Louisiana, the Chair shall call a meeting of the Council.

Section 3. Notice of meeting. Notice of meetings shall be mailed to Council members at least two weeks before the date of each meeting, and a notice of meetings shall be announced in appropriate state library media. E-mail is an acceptable substitute for postal mail.

Section 4. Open meetings. Meetings of the Council shall be open to the public. All interested persons are encouraged to attend.

ARTICLE VII. Reports.

Section 1. Minutes of meetings. The Secretary shall prepare minutes of each meeting. The minutes shall be distributed to all Council members and to all federal depository libraries in Louisiana within one month after the meeting.

Section 2. Annual Reports. The Chair of the Council shall provide to the depository community in Louisiana an annual written report of the activities of the Council. The report shall be posted on the Bayoudoc e-mail list each June.

Section 3. Official Repository. The Council shall designate an official repository to house its papers.

ARTICLE VIII. Rules of Order. The rules contained in the latest edition of Sturgis's Standard Code of Parliamentary Procedure shall govern the meeting of the Council.

ARTICLE IX. Amendments. These by-laws may be amended by a majority vote of the Council at a duly constituted meeting. Two weeks written notice of such proposed amendment to the by-laws must be given to members of the Louisiana Federal Depository Library Council.


APPENDIX 4

A REPORTING SYSTEM FOR SELECTIVE FEDERAL DEPOSITORY LIBRARIES IN LOUISIANA

In order to more equitably divide the responsibilities of the two regional libraries in Louisiana, each selective depository shall be assigned to a specific regional. The selective depository will send its discard lists and other requests for assistance to the specified regional.

Depositories reporting to Louisiana State University, Middleton Library are:

  • Law Library of Louisiana
  • Loyola University Law Library
  • Loyola University Library
  • Louisiana State University, Paul M. Herbert Law Center
  • New Orleans Public Library
  • Our Lady of Holy Cross College Library
  • Southern University Law School Library
  • Southern University Library
  • Southern University in New Orleans Library
  • State Library of Louisiana
  • Tulane University Law Library
  • Tulane University Library
  • United States Court of Appeals, Fifth Circuit Library
  • University of New Orleans Library
  • Xavier University Library
Depositories reporting to the Louisiana Tech University, Prescott Memorial Library are:
  • Louisiana College Library
  • Louisiana State University at Eunice Library
  • Louisiana State University in Shreveport Library
  • McNeese State University Library
  • Nicholls State University Library
  • Northwestern State University of Louisiana Library
  • Shreve Memorial Library
  • Southeastern Louisiana University Library
  • University of Louisiana at Monroe
  • University of Louisiana at Lafayette
  • Vernon Parish Library


APPENDIX 5

DISCARD INSTRUCTIONS
(revised 7/7/2009)

Guidelines for Discarding Government Documents

These guidelines are based on GPO's Federal Depository Library Handbook at http://www.fdlp.gov/administration/handbook. Documents received through the Federal Depository Library Program belong to the federal government. A selective library must obtain permission from their primary regional library to discard depository material.

In general, items listed on a discard list must have been received in the depository library five or more years prior to the date of the discard request. Exceptions to the five-year rule include:

  • Superseded items being included on discard lists at the request of Louisiana's regional depositories.

      As is recommended in GPO's FDL Handbook, Louisiana's Federal Depository Libraries have created a State Plan (http://www.lib.lsu.edu/govdocs/laplan2.html). In accordance with the goals of the Plan, and in order to "... ensure the comprehensiveness and integrity of Federal depository resources in the state or region ...," the following materials are to be listed and offered to Louisiana's regional libraries:

    • Call numbers in GPO's Superseded List that have an "R" in the right hand column. The "R" indicates that regional libraries must retain these titles. (See http://www.access.gpo.gov/su_docs/fdlp/pubs/suplist/index.html.)


    • All "general publication" titles as noted in GPO's List of Classes -- for instance A 1.2:, HE 20.4002:, I 19.2:, T 22.2:, etc.


    • Titles that LATECH and LSU retain from the 1991 publication of retention decisions mady by all regional libraries, "Regional Libraries Superseded Decisions, 1989-1991" (http://www.lib.uiowa.edu/govpubs/supersede.html), and any other titles that the regional libraries may decide to retain for specific reasons. In the event that titles are added to or subtracted from the 1989-1991 listing, selective libraries will receive updates on a semi-annual basis as needed.

  • Publications being offered in accordance with GPO's guidelines for Substituting Online for Tangible Versions (http://www.fdlp.gov/collections/collection-maintenance/141):

    A selective depository is permitted to replace tangible versions with online equivalents of depository materials provided the library has held the publication for at least one year, your regional depository has approved the disposal of the tangibles, and the online version is:

    • Official;
    • Complete; and
    • Free of charge to the user.


    • No library is required to substitute online versions for paper microfiche, CD-ROM, etc.

  • Secondary copies, such as duplicate or gift copies of documents.


  • Depository publications that have been replaced by purchasing the same title in another format (e.g. microform or CD-ROM). Note: Depository items cannot be bartered or exchanged and must be offered to the regional library if the purchasing library wishes to dispose of them.

Selective libraries wishing to withdraw documents should consult the Federal Depository Library Handbook for general rules on how to treat withdrawn material. It should be noted that no library is required to discard any depository library materials.

Procedure:

  1. Create a list or lists of materials to be discarded (a sample list in the suggested format is included following these guidelines):


    • Create two separate lists if applicable. Superseded materials should be on a separate list from regular discards. Label the lists accordingly -- Regular Discards, or Superseded Materials.


    • If it is anticipated that more than one list will be compiled during a given year, it may be useful to assign a sequential number to each list created. The suggested format is year-number for regular lists (e.g. 2009-5) and year-letter for superseded lists (e.g. 2009-C).


    • Include all contact information on each list such as: library name, depository library number, e-mail address, and contact person.


    • Separate call numbers by format: Paper, microfiche, electronic, maps, kits, etc.


    • List call numbers in SUDOC order.


    • List the complete title and publication date of each publication. (Exception: Long runs of series such as public laws or Congressional reports/documents can be listed with a SuDoc number range and series title rather than typing each individual title.)


    • Indicate if the document is bound.


    • Serials should include the serial title and holdings being offered (vol., no., years).


    • If the material is in poor condition, please note this information.


    • For items less than five years old included on a regular list, please note if the item is an approved electronic substitution or a secondary copy.


    • Contact your regional library if you have any questions.

  2. Copies of the list should be sent, simultaneously, to each of the regional libraries, indicating a deadline of three weeks. E-mail is the preferred method. All documents must be held until both regionals have responded to the discarding selective depository.

    LSU Libraries
    Middleton Library
    Government Documents Dept., Room 53
    Baton Rouge, LA 70803
    225-578-7021
    Fax: 225-578-6535

    Stephanie Braunstein - sbraunst@lsu.edu
    and Doris Hutson - dchutso@lsu.edu

    Louisiana Tech University, Prescott Memorial Library
    Government Documents Department
    Everett Street at the Columns
    P.O. Box 10408
    Ruston, LA 71272
    318-257-4989
    Fax: 318-257-2579

    Rita Franks - rfranks@latech.edu


  3. Within a few days of receiving the request, the regionals will each send an e-mail response to let the selective know that the list has been received.


  4. Both regionals will review the discard list to ensure that nothing is being offered that shouldn't be and to determine if any of the materials are needed in the regional's collection. Prior to the deadline, the primary regional will send an e-mail to the selective granting permission to withdraw the items and both regionals will request any items needed from the list. If a regional is not able to complete this within the three-week deadline, it will contact the selective library and give a new deadline date.

    The regional libraries have priority for all documents offered on any discard list. If both regional libraries request the same document, that document should be sent to the disposing library's primary regional (see Appendix 4).

  5. After receiving permission to discard items, the selective library will edit the Discard List to delete any items requested by the regionals, add a new three week deadline, and post this revised list to the Louisiana government documents listserv, Bayoudoc.

    Note that superseded items NOT requested by either regional can, with one exception, be discarded immediately and do not need to be offered on Bayoudoc. Paper copies of the Federal Register should be offered on Bayoudoc for the benefit of law libraries who wish to bind complete volumes of that title.

    Selective libraries receiving items from the list will be responsible for shipping costs. All libraries are encouraged to use the state courier service.

    Remaining items of historical or significant nature should be offered through the National Needs and Offers List at http://www.access.gpo.gov/su_docs/fdlp/tools/needs_of/index.html and/or on GOVDOC-L.

  6. After all reasonable efforts have been made to transfer the publications to other libraries, the depository library is authorized to dispose of the remaining items by means of any of the following:

    1. Offer historical or significant sets to the U.S. Government Printing Office for digitization or other purposes;
    2. Offer to other educational institutions;
    3. Offer to private citizens;
    4. Donate as paper to recyclers or paper drives;
    5. Sell, either as secondhand book or waste paper. All depository publications remain the property of the U.S. Government. Therefore, the proceeds from the sale of any items, accompanied by a letter of explanation, should be sent to the Superintendent of Documents, U.S. Government Printing Office, Washington, D.C. 20402.
    6. Destroy

Sample discard list


APPENDIX 6

MEMBERS OF COMMITTEES WORKING ON THE PLAN

1982 Draft Committee:
R. Brantley Cagle, Chair (McNeese State University), Blanche Cretini (Louisiana State Library), Stephen Henson (Louisiana Tech University), Margaret Lane (Louisiana Recorder of Documents), Pete Lastrapes, (Tulane University Law Library), Dorothy McConnell (Louisiana Office of Public Works), Katherine Nachod (New Orleans Public Library), and Roberta Scull (Louisiana State University).

1989 Review Committee:
Unknown.

1995 Review Committee:
Charlene Cain, Chair (LSU Law Library), Grace Moore (State Library of Louisiana), Lori Smith (Southeastern Louisiana University).

2000 Review Committee:
Stephen Henson, Chair (Louisiana Tech University), Stacey Hathaway-Bell (State Library of Louisiana), Cinderella Hayes (LSU-Eunice), Lori Smith (Southeastern Louisiana University), Cindi Wolff (LSU-Baton Rouge).

2006 Review Committee:
Lori Smith, Chair (Southeastern Louisiana University), Donna Vavrek (Louisiana Tech University), Howard L. Coy Jr. (Vernon Parish Public Library).

2007 The Advisory Council approved regional librarian name changes and deleted the statement about posting discards to the LSU Needs & Offers List.

2009 Appendis 5 Revision Committee:
Lori Smith, Chair (Southeastern Louisiana University), Howard L. Coy Jr. (Vernon Parish Public Library), Sandra Himel (University of Louisiana, Lafayette), Doris Hutson (Louisiana State University), Gail Kwak (Northwestern State University of Louisiana).

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