Withdrawals and Deselections

All materials in the depository collection remain the property of the U.S. government and must be handled in accordance with GPO regulations. Materials received on deposit must remain in the collection for five years (from date of receipt) with the exception of secondary copies, and dated flyers and announcements. See the Federal Depository Manual for a full explanation.

Depository libraries may discard depository materials only in the manner prescribed by GPO. Only the first copy of a particular publication is considered the depository copy. This copy must be discarded according to the GPO procedures. Any additional copies are collectively referred to as secondary copies. Secondary copies are defined as depository materials which are duplicates (including reprints), superseded (including preprints), and unrequested documents sent from GPO by mistake. These materials may be offered to the Regional Library, other local libraries or discarded. Any secondary publications of value should be offered to other libraries via the national "Needs and Offers" list.

WITHDRAWALS

1. Check Innopac and/or shelflist for holdings records. Note all associated Sudoc numbers and look for all numbers when retrieving materials from the collection.

2. Delete holdings records: OCLC, Innopac, MELVYL, or manual records for pieces being withdrawn

3. Stamp all materials "Withdrawn." Discard if superseded. Prepare a Disposal list following Depository instructions for materials to be offered to other Depositories.

4. Count and record number of pieces withdrawn

DESELECTIONS

1. If materials are being withdrawn, see A. above. If materials will remain in the collection, verify that the holdings records are accurate and there is a note in the item or checkin record that the title has been desected.

2. Annotate the following records to reflect the deselection decision: item card; GPO list; not selected list; and the MARCIVE profile.