GENERAL RULES
Criteria for Determining Superseded Materials
Below are listed some types of material which may be considered
superseded and
disposed of by all libraries according to Chapter 4, Maintenance,
in the Instructions to
Depository Libraries.
1. Any separates, slip opinions, slip laws, advance
reports, etc., only on receipt of the
bound volumes or cumulating issues or products.
Examples:
A. Daily Congressional Record, after bound volumes
and index, or cumulative CD-
ROM are received.
B. Slip laws, after bound Statutes at Large are
received.
C. Slip opinions or advance reports, after bound
volumes of United States Reports
are received.
D. Any materials which are cumulated in later
issues, i.e.:
Supplements to the United States Code, Internal
Revenue Bulletin, etc., providing
the library has selected the item number for the
cumulative version and only after
the cumulation is received.
E. Senate and House reports and documents, upon
receipt of the bound Serial Set
volumes.
F. Preprints such as the Minerals Yearbook are
superseded by the annual bound
volumes.
2. Reprints, provided the library has received the original
edition. This original edition
may be a government journal or a commercial journal, or
any other source. If the
library retains the original source, the reprints may be
routed for current awareness
purposes, entered into a vertical file, or simply
treated as superseded documents. In
this case, depositories are not obligated to maintain a
shelflist, catalog, or otherwise
keep records on these superseded materials as long as
they have records for a
permanent alternate source. If the reprint is the only
copy retained by the library,
standard bibliographic records must be maintained.
3. House and Senate bills and resolutions and legislative
calendars one year after the
adjournment of the Congress from which they originated.
4. Calendar of the House of Representatives. Retain Monday
issues, then only the final
issue of each session of Congress should be kept.
Issues of the Senate Calendar may
be disposed of one year after the adjournment of the
Congress. The Senate Calendar
is not cumulative.
5. Any publication upon receipt of a revised edition or an
edition which states it
supersedes. If a later edition is distributed through
the Federal Depository Library
Program or is otherwise available to the library, the
superseded edition can be
discarded by the library, even though that library has
since deselected the item
number and does not possess the new edition.
6. Pages from looseleaf publications that are replaced by
new pages.
7. If a depository library has yet to receive a basic text
or manual, then the transmittals,
corrections, changes, errata, etc., to that depository
disseminated publication can be
considered superseded and discarded after one year.
8. Lists and indexes of publications of various agencies
upon receipt of complete new
editions. Small spot-lists, such as publication
announcements, may be discarded 90
days after receipt.
9. Annual or biennial publications that merely revise
information and bring it up to
date, such as Index of Specifications and Standards,
Light Lists, etc., upon receipt of
a new issue. This permission does not apply to annual
publications such as annual
reports of departments and agencies, which cover the
activities of the organization
for a specific period of time.
10. Material that has an effective expiration date. Unless
otherwise covered, materials
such as press releases; dated posters; calendars;
announcements of seminars,
workshops, meetings or events; announcements of products
or publications; and the
like may be discarded after expiration of the event.
Some exceptions to number 10 are:
-- Civil Service examination announcements.
Only the latest issues need be
kept.
-- Commerce Business Daily may be discarded 90
days after its date of issuance;
however, depositories should maintain the
standard bibliographic records (e.g.,
shelflist, cataloging, serials check-in) that
they use for other depository materials.
-- Navigation maps and Aeronautical charts that
have passed their expiration
date can be considered superseded and discarded.
If not discarded, they should
be clearly marked "Not for Navigation Purposes."
.Caution
All depository librarians should note that this Superseded List
does not require that
materials be discarded. Do not dispose of any
material that might be
vital to the collection. Research libraries should be extremely
cautious about weeding
older editions and other items that are of historical or research
value. Law libraries and
medical libraries should also carefully evaluate any material in
their respective
disciplines. Every depository should carefully consider their
particular needs and
collection policy before discarding any material. When keeping
superseded materials, it
is important to mark them as "superseded" or "not current"
because misinformation can
be transmitted with outdated publications..
.
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