Chapter 8 - Cooperative Efforts
A. Program Administration
B. Regional / Selective Cooperation
C. Local Cooperation
D. Communications with GPO
A. Program Administration
In order to ensure the effective functioning of the FDLP, depository libraries are expected to cooperate with GPO, their regional library and neighboring depositories. The documents coordinator must have a thorough knowledge of the current Instructions to Depository Libraries.
Program and performance goals for cooperative efforts appear in Section 9 of the Guidelines for the Federal Depository Library Program at http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/guidelin.html.
The FDLP library is responsible for periodically reviewing and updating its directory information through the FDLP website at http://www.access.gpo.gov/su_docs/fdlp/tools/ldirect.html.
It is paramount the GPO be informed of any changes in this information.
Title 44, United States Code, Section 1909, requires all depository libraries to report on their condition every two years. The Government Printing Office uses the Biennial Survey of Depository Libraries questionnaire as its vehicle to fulfill this legal obligation.
All depository libraries are required to answer the questionnaire fully and submit it promptly to the Superintendent of Documents. Failure to return the Biennial Survey will result in a Noncompliance rating in the Cooperative Efforts category on the next Inspection Report and can contribute to the loss of a library's depository status.
Investigations of the conditions in depository libraries are required by Title 44, United States Code, Section 1909. The Superintendent of Documents' inspection program is designed to ensure that depository libraries fulfill their obligations under Title 44 and under the regulations established in these Instructions.
The initial investigation is an evaluation of a mandatory self-study periodically submitted by the documents coordinator. If need is indicated, an on-site inspection will be conducted by a library inspector representing the Superintendent of Documents.
Inspections and reviews of self-studies are conducted by experienced depository librarians. The Inspection Report and Self-Study Evaluation are based on these Instructions to Depository Libraries and on the Guidelines for the Federal Depository Library Program. The Instructions and Guidelines are the accepted standards of depository library practice identified by the Depository Library Council to the Public Printer.
Selective depositories are rated in collection development, bibliographic control, maintenance, human resources, physical facilities, public service, and cooperative efforts. Regional depositories are also rated on fulfilling their regional responsibilities. Depository operations which earn non-compliance ratings in three or more of these categories are placed on probationary status for not less than six months under provision of Title 44, United States Code, Section 1909. To determine whether the depository operation is restored to good standing, it is re-inspected. If the probationary library has failed to eliminate most of the deficiencies and remains non-compliant after its second inspection, the Superintendent of Documents may rescind the library's depository status.
A Self-Study Evaluation is sent to the documents coordinator and regional librarian prior to an on-site inspection. The library director, documents coordinator, and the regional librarian each receive a copy of a Self-Study Evaluation if no inspection is scheduled. The Inspection Report is mailed to the library director, documents coordinator, and the regional librarian.
Additional information on the inspection process can be found in Chapter 8 of the Federal Depository Library Manual at http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/93fdlm.html#8.
Self-study information is available from the FDLP Desktop at http://www.access.gpo.gov/su_docs/fdlp/selfstudy/.
B. Regional / Selective Cooperation
The effectiveness of the FDLP depends on close cooperation between selective Federal depositories and their regional Federal depository. Regionals play a vital role in the FDLP and their unique role is detailed in the following chapter.
Selective depositories must follow the direction of their regional librarian when discarding depository materials. In order to reduce the burden on regional depository operations, discards of depository materials should be done on a regular basis, annually at a minimum.
C. Local Cooperation
The FDLP functions best as a system of cooperating libraries. No single depository can meet all potential community needs. Frequent communication among neighboring depositories is encouraged. Depository collection development, promotional activities, and continuing education activities should be accomplished in conjunction with neighboring depositories.
To foster accurate referrals and build balanced collections, depository staff should have some knowledge of the resources of neighboring depositories. Interlibrary loan should be facilitated between depositories. GPO encourages the development of State Plans, depository union lists, and other cooperative projects. GPO and its partners have developed web tools, e.g., Item Lister and Documents Data Miner, to assist cooperative ventures.
D. Communications with GPO
All responses to GPO surveys, etc., must be returned in a timely manner. This includes, but is not limited to, item surveys, self-studies, the Biennial Survey, and the annual item selection updates.
When writing, faxing, or e-mailing to the Superintendent of Documents and the Library Programs Service, always mention that the institution is a depository library, and include the assigned depository library number on all correspondence. Use the depository library number that appears in the Federal Depository Library Directory. Each depository library number is comprised of four digits, sometimes followed by an assigned letter. If a library number includes an assigned letter, the letter must be used.
Depository staff are encouraged to use the askLPS service via e-mail at asklps@gpo.gov or at http://www.access.gpo.gov/su_docs/fdlp/tools/asklpsin.html for questions and problem resolution.
In some instances, GPO staff will request the use of GPO Form 3794 "Depository Library Inquiry Form." (See Exhibit K for sample and instructions.) This will significantly expedite GPO's response to the inquiry.
Some inquiries result in corrections to SuDocs classification numbers, item numbers, etc. These changes are published in Administrative Notes Technical Supplement and posted to WEBTech Notes at http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.html.
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