Department of the Interior
Departmental Manual
Effective Date: 8/7/96
Series: Federal Assistance Programs
Part 505: Grants Administration
Chapter 4: Deposit of Publications Produced Under Grants
Originating Office: Office of Acquisition and Property Management
505 DM 4
4.1 Purpose. This chapter establishes policies and procedures to be used in assisting the Natural Resources Library, Division of Information and Library Services to maintain a complete collection of Departmental publications as provided in Part 481 of the Departmental Manual.
4.2 Applicability. Policies, procedures, and guidelines established in this directive will apply to publications produced under all grants and cooperative agreements awarded by bureaus and offices of the Department.
4.3 Policy. The Division of Information and Library Services will maintain a complete collection of Departmental publications. This collection shall include publications produced under grants and cooperative agreements.
4.4 Exceptions. Administrative instruments, classified information, material otherwise marked against unauthorized disclosure, and tentative drafts such as preliminary planning reports that will appear later in revised form are publications which are specifically excluded from the requirements of this chapter.
4.5 Responsibilities.
A. Grants Management Officer - Each bureau/office grants management officer or person who has responsibility for the administrative requirements of grants and/or cooperative agreements is responsible for insuring, through coordination with the appropriate technical and program personnel, that the number of copies of publications produced under any grant or cooperative agreement and provided by the recipient, meet the distribution requirements of this issuance. These requirements shall be specifically incorporated into the agreement under its terms and conditions.
B. Technical and Program Personnel - Each bureau/office person who has responsibility for the technical or programmatic aspects of grants and/or cooperative agreements is responsible for insuring that the requirement to furnish copies of such
publications produced under the grant and/or cooperative
agreement be included in program guidelines, regulations, and other documents, if deemed appropriate.
4.6 Procedures.
A. Bureaus and offices shall develop procedures to assure that not more than two copies of publications are received from recipients as required. Coordination between the grants
management officer and technical and program personnel shall assure that copies are available for the official file for the award document, if desirable.
B. Two copies of each applicable publication produced under a grant or cooperative agreement shall be sent to the Natural Resources Library with a transmittal that identifies the sender and the publication, and states that the publication is intended for deposit in the Natural Resources Library. Publications shall be sent to the Natural Resources Library at the following address:
U.S. Department of the Interior
Natural Resources Library
Interior Service Center
Gifts and Exchanges Section
1849 C Street, N.W.
Washington, D.C. 20240
8/7/96 #3081
Replaces 9/12/86 #2708