All materials in the depository collection remain the property of the U.S. government. Materials being withdrawn from the collection must be handled in accordance to GPO regulations.
Materials must be maintained in the collection for at least five years (from receipt date); superseded materials are excepted from this rule. For complete withdrawal information see "Instructions to Depository Libraries". Permission to withdraw materials from the collection must be obtained from the regional depository, the California State Library.
To notify the regional that there are materials UCSD wishes to withdraw, a proposed disposal list must be prepared and sent to CSL, this may be done via email or diskette. Following notification from CSL that the materials may be withdrawn, they must be offered to other depository libraries and held for 30 days so that claiming libraries have time to request. Publications should first be offered to other depository libraries, then to non-depository libraries in the area who would make them available to the public. If the materials are not claimed, the documents may be disposed of in any appropriate manner. If they are sold, the money must be sent to GPO.
The disposal list should be arranged in SuDoc order and contain: SuDoc, Agency or Author, Title, pagination and date. Serial titles should include holdings being offered.
TO: Federal Depository Libraries in California
FROM: Thomas K. Andersen
Head, Government Publications Section
Attached are revised instructions for the disposal of U.S. government depository publications, effective October 1, 1992. Please note that there are major adjustments to the discard process.
The primary modification is that selective depositories now will be responsible for distributing their disposal lists to other selective depositories, instead of distribution being handled by the State Library. This has been a most difficult decision, but one that has been forced upon us; the past few years of budget reductions have taken their toll, and regretfully we simply no longer have the financial and staff resources to h andle the distribution and mailing of all selective depositories' lists to those libraries wishing to receive them. The Government Printing Office has never required us to do so, and in fact, none of the regional depositories in other large states distribute the lists; all require selectives to manage that part of the process. However, because libraries throughout the state have been impacted by budget cuts, we have tried to keep most of the responsibility for distributing the lists here at the State Library until now.
I'm looking forward to the day when all of the depositories throughout the state are linked electronically, such as through the Internet, and we will have simplified submission and review of disposal lists. Until then, in an attempt to reduce the amount of duplication and/or routing you will have to do, we are doing what the voters so far have not approved: dividing the state, so that you will distribute your lists to a smaller number of libraries. Of course, if you wish to distribute your lists throughout the state, you may do so. The State Library will continue to maintain the list of libraries who have indicated they want to receive the disposal lists for review. We will notify you of any additions, deletions, or address corrections. In fact, currently we are surveying the libraries on the list to verify that they want to continue receiving disposal lists.
Please note that now you may submit lists to the State Library on diskette as well as in paper format, and that we will accept Internet or Bitnet transmissions in the near future. We will make every attempt to review and duplicate your list (for our files, as required by GPO) as quickly as possible with the goal of having a short turnaround period from when you submit the list to when it is returned to you, ready for distribution. I hope this will help reduce the amount of time you have to retain documents ready to be discarded.
If you have questions or comments, please direct them to me or Debbie Weber.
telephone: (916) 653-0085
e-mail: gps@water.ca.gov