Members
Depository Library Council to the Public Printer

Robert A. Hinton
Associate Librarian
Reference Team/University College Team
Government Documents
Indiana University-Purdue University Indianapolis
University Library, 2102A
755 West Michigan Street
Indianapolis, IN 46202-5195
317-278-2317 317-274-0492 (fax)
rhinton@iupui.edu

Sharon A. Hogan
University Librarian
The University Library (m/c 234)
University of Illinois at Chicago
Box 8198
Chicago, IL 60680
312-996-2716 312-413-0424 (fax)
sahogan@uic.edu

Mary Redmond
Principal Librarian, Collection Acquisition
and Processing
New York State Library
Cultural Education Center
Empire State Plaza
Albany, NY 12230
518-474-5946 518-4740-5786 (fax)
mredmond@mail.nysed.gov

Andrea Sevetson
P.O. Box 11437
Takoma Park, MD 20913-1437
asevetson@hotmail.com
301/495-0320

TERM EXPIRES SEPT. 30, 2003:

Charlene C. Cain
Associate Librarian/Government Documents
Librarian
Paul M. Hebert Law Center
Louisiana State University
Baton Rouge, LA 70803-1010
225-388-4957 225-388-5773 (fax)
llcain@lsu.edu

Cathy Nelson Hartman
Head, Government Documents Department
University of North Texas Libraries
P.O. Box 305190
Denton, TX 76203-5190
940-565-3269 940-565-2599 (fax)
chartman@library.unt.edu

Dena Hutto
Documents/Social Science Librarian
Reed College
3203 SE Woodstock Boulevard
Portland, OR 97202
503-777-7572 503-777-7786 (fax)
dena.hutto@reed.edu

Greta E. Marlatt
Head, Information Services
Dudley Knox Library
Naval Postgraduate School
411 Dyer Road
Monterey, CA 93943
831-656-3500 831-656-2842 (fax)
gmarlatt@nps.navy.mil

John A. Stevenson
Coordinator, Government Documents and Maps
Processing Unit
University of Delaware Library
181 South College Avenue
Newark, DE 19717-5267
302-831-8671 302-831-1046 (fax)
varken@udel.edu

TERM EXPIRES SEPT. 30, 2004:

Paul A. Arrigo
Head Librarian
Lartz Memorial Library
Penn State Shenango
177 Vine Ave.
Sharon, PA 16146
724-983-2880 fax 724-983-2881
paa11@psu.edu

Daniel C. Barkley
Interim Director
Government Information, Microforms and
Reference
Zimmerman Library
University of New Mexico
Albuquerque, NM 87131-1466
505-277-7180 505-277-4097 (fax)
barkley@unm.edu

Barbara J. Ford
Assistant Commissioner
Chicago Public Library
400 South State Street
Chicago, IL 60605
312-747-4070 312-747-4077 (fax)
bford@chipublib.org

John C. Kavaliunas
Chief, Marketing Services Division
Marketing Services Office
Room 3021, Bldg. 3
U.S. Census Bureau
Washington, DC 20233
301-457-4090 301-457-2778 (fax)
john.c.kavaliunas@census.gov

Figures under the pound sign (#) represent the number of libraries of the designated size and type responding to the 2001 Biennial Survey. Figures under the percentage sign (%) denote the average percentage of items available for selection that are actually selected by the libraries. Size designations are based on the number of cataloged and uncataloged materials in the library system. All formats and all collections, depository and non-depository, under the purview of the depository’s library director are included. Data for library size and item selection percentage were derived from Questions 2 and 3 respectively of the 2001 Biennial Survey of Depository Libraries, from 1293 responding depository libraries.

(cataloged and uncataloged library items)

(In column headings, K = thousand; M = million

< 100,000

100,000 - 250,000

250,001 - 500,000

500,001 - 1,000,000

1,000,001 - 3,000,000

3,000,001 - 5,000,000

5,000,001 - 10,000,000

> 10,000,000

Comm. Coll. Academic - Community/2 Year College Library

Academic Academic General Library - 4 year institution of higher learning (not law library)

Law Academic Law Library

Fed. Agen. Federal Agency Library

Fed. Court Federal Court Library

Public Public Library

Serv. Acad. Service Academy Library

State Court State Court Library

State Lib. State Library

Special Special Library

FDLP Guidelines for Determining
Superseded Materials

[Revision of preliminary pages of the 1996 Superseded List]

Once part of the Superseded List, these criteria for determining superseded materials were established to assist librarians at Federal depository libraries with decisions regarding the disposition of superseded materials under provisions of Title 44, United States Code, §1911 and in accordance with the Instructions to Depository Libraries. The criteria are useful in identifying obsolete, dated or ephemeral documents for removal from shelves, map cases, and microfiche and CD-ROM storage cabinets. Materials that meet these criteria may be discarded prior to the normal 5-year statutory retention period, without submitting them on a weeding list for Regional depository approval.

Discussion

All depository librarians should note that these guidelines do not require that materials be discarded. Do not dispose of any material that might be vital to the collection or of use to library patrons. In fact, practices or services that have evolved in your library may require that you retain, rather than remove, material from the collection. Depository librarians should carefully consider the particular needs and collection development policies at their libraries before discarding any material. When keeping superseded materials, it is important to permanently mark them as "superseded" or "not current" because misinformation can be transmitted with outdated publications.

Regional depository librarians agree that some superseded materials should be retained for long term public access. These items are identified by an "R." These items were designated by a consensus agreement of the Regionals, not by legal requirement of 44 U.S.C. §1911 and therefore they may change over time.

Supersession Criteria

1. Separates, slip opinions, slip laws, advance or preliminary reports only upon receipt of the bound volumes or cumulated issues or products
2. Reprints, provided the library has received the original edition
3. Publications upon receipt of a revised edition or an edition that 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.
4. Pages from loose-leaf publications that are replaced by new pages
5. Transmittals, corrections, changes, errata, etc., to a basic text or manual that the depository has yet to receive, are considered superseded and can be discarded after being retained for one year
6. 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
7. 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
8. Materials that have an effective expiration date, unless otherwise covered, may be discarded after expiration of the event. These items include, but are not limited to, press releases; dated posters; calendars; announcements of seminars, workshops, meetings, or events; announcements of products or publications; and grant applications
9. Materials that have been superseded by online versions

A Note About EL Only Materials

Publications in a given item number that have migrated to electronic format only (EL) status are guaranteed permanent public access. Therefore, if a library has a tangible title that is superseded by an online publication, the tangible version in the collection may be withdrawn according to established practice.

A Note About CD-ROMs (or DVDs)

Some agencies make CD-ROMs available to depository libraries that are compilations of publications. While some titles on the CD may be superseded, this may not be true for all the titles contained on the disc. Additionally the disc may contain monographs that are not superseded. Librarians should exercise caution when determining the retention status of these CDs.

Corrected Copies

When a library receives a corrected copy of a document, it replaces a publication previously distributed through the FDLP. The publication that was initially distributed should be removed from the collection and disposed of accordingly. This is done in order to prevent misinformation from being disseminated to the public. These copies are identifiable by the /CORR at the end of the Superintendent of Documents classification number.

Related Resources

These Guidelines are on GPO Access at <http://www.access.gpo.gov/su_docs/fdlp/coll-dev/supersede.html>.

May 29-June 5 Washington, DC

To keep your library’s entry in the online Depository Library Directory current, it’s important to review it periodically, and easy to make changes online, at <http://www.gpo.gov/su_docs/fdlp/tools/ldirect.html>.

The online directory is updated monthly. Changes received by mid-February are incorporated in the annual printed edition. LPS expects to distribute the 2002 paper edition in April.

• Library address
• Director’s name
• Depository librarian’s name
• Phone numbers
• Fax number
• Email address
• URL for Documents
• Congressional district