Instructions to Depository Libraries Revised 2000

Administrative Notes

Monthly policy newsletter of the FDLP (GP 3.16/3-2:) providing information on topics related to Federal Government information

Administrative Notes Technical Supplement

Monthly newsletter containing updates and corrections for item numbers, SuDocs classification numbers, etc. (GP 3.16/3-3:)

Biennial Survey

Legally mandated GPO survey of conditions in depository libraries conducted every other year

Catalog of U.S. Government Publications

Web version of the Monthly Catalog of United States Government Publications

Claim

Depository library's request for an item rightfully due if selected under the FDLP but not initially received

Cooperative Publication

Government publication required to be self-sustaining (cost recovery) through sale; not available for free distribution through the FDLP

Depository

Library designated by Congress or by law to receive government information products without charge provided the library meets certain conditions

Depository Library Number

Unique number assigned to each depository library to record selections, distribute materials, maintain directory information, etc.

Direct Mail

Depository material mailed directly to the library from the printing contractor, i.e., not in shipment boxes or listed on a shipping list

Discards

Unwanted materials disposed of through regional depository after retaining 5 years

Documents Data Miner

Web collection management tool for depository libraries and a partnership between GPO and Wichita State University

Federal Depository Library Manual

Practical guide for the operation of a depository library (GP 3.29:D 44/)

Federal Depository Library Program (FDLP)

Federal program of disseminating U.S. Government information products in all media to participating libraries

Guidelines

Program and performance goals for Federal depository libraries and GPO

Inspection

Formal on-site audit by GPO inspectors of a depository library’s operation to determine compliance with the Instructions to Depository Libraries and Title 44, U.S. Code

Instructions to Depository Libraries

Official rules and regulations of the FDLP (GP 3.26:D 44/)

Item Lister

Web collection management tool that lists an individual library's selected (or non-selected) item numbers

Item Number

Control number assigned to titles or groups of titles (by agency) that are available for selection in the FDLP

List of Classes

List of current titles and/or categories arranged by SuDocs number including item number and format that are available for selection by depository libraries (GP 3.24:)

Memorandum of Agreement (MOA)

Formal document outlining the duties of the depository library and a recipient library of depository materials under their care

Monthly Catalog of United States Government Publications

Catalog of bibliographic records of Federal agency publications including those distributed in the FDLP (GP 3.8/8:)

Needs and Offers

List of an individual depository's discards (offers) and/or needs for missing materials

Public Printer

Government official, appointed by the President and confirmed by the Senate, in charge of the Government Printing Office

Raincheck

Form issued to depositories when depository copies are insufficient for initial distribution

Regional depository

Specially designated depository chiefly responsible for the integrity and comprehensiveness of a state or region's depository collection of U.S. Government information

Retention, 5-Year

Statutory minimum period of time depositories must keep materials received under the FDLP unless superseded or replaced by another format

Selective depository library

Receives only those item numbers that fulfill government information needs of primary clientele and the public within a geographic area

Secondary Copies

Depository items that are duplicates, superseded or sent by GPO in error. Or depository holdings of the highest state appellate courts and Federal agencies that are not bound by the 5-year retention rule

Selection Profile

An individual depository's composite profile of its selected item numbers

Selective Housing

Extended loan of depository materials from a designated library to one that is not a depository

Self-Study

A depository's self-assessment reviewing its operation and determining compliance with standards in advance of a possible on-site inspection

Separate Shipments

Depository items deemed inappropriate for shipment in regular depository boxes. Their shipping lists follow in regular shipment boxes

Shipping List

Itemized list of all items sent to a regional depository in one shipment

State Plan

Statewide guidelines for cooperative collection development, disposition, promotion, and other services for depository libraries

SuDocs Classification

A system of classification of agency publications for their management and control by libraries, authorized by the Superintendent of Documents

Superintendent of Documents

Government official in charge of GPO's FDLP and sales program appointed by the Public Printer

Superseded List

List of document titles or series that are regularly replaced by new editions (GP 3.2:Su 7/)

Superseded Materials

Depository titles regularly updated whose old editions may be discarded without prior approval and before 5 years have elapsed

Title 44, U.S.C., Chapter 19

Part of the United States Code authorizing the FDLP

WEBTech Notes

Interactive online resource to locate information that has appeared in Administrative Notes Technical Supplement

Weeding

Regular maintenance program whereby a depository's unwanted publications are listed and approval sought for their disposal