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5.3 Updating Selection Profiles
Depositories are notified by LSCM shortly before each annual item selection update cycle begins. It is important that selections be centrally coordinated within the library and accurate records kept to avoid misunderstandings. Changes to a library's selection profile are made by inputting item numbers using the Amendment of Item Selections procedure.
Additions to selections may be made only during the annual item selection update cycle or an item survey. All selections should be reviewed regularly to ascertain their appropriateness and to adjust selections to the changing Federal Government information needs of patrons. Depository staff should consult the List of Classes and Administrative Notes Technical Supplement to verify the availability of items. Remember that all depository libraries are required to select item numbers 0556-C and 1004-E.
LSCM recommends that a zero-based review be conducted annually or at least every 2 or 3 years. Zero-based means to review non-selections as well as existing selections for pertinence to your community’s information needs using the List of Classes and other selection tools.
If some currently selected items are judged inappropriate for the collection, these items should be deleted from the library’s selection profile promptly. Deletions can be made at any time and become effective within 72 hours of submission. In the case of materials that are sent from outside vendors, such as microfiche, it may be several weeks before shipments stop. When an item is dropped, however, all materials previously received under the item number unless superseded MUST still be retained for the statutory five-year retention period before they can be offered on a disposal list to the regional library.
A list of each depository library's selections is available using the Item Lister and the Documents Data Miner.
New item selections from the annual item selection update take effect after October 1st. New selections will not be distributed until after that date. Libraries cannot claim new selections before October 1st. Publications cannot be furnished retroactively. New selections can only be furnished to libraries as new items are ordered by and printed for the issuing agency.
Regional depository libraries receive nearly all depository items shipped by GPO. Some publications, such as Congressional hearings and the Federal Register, are issued in both paper and microfiche formats. Only regionals may select both formats for these titles although they may choose to collect only one format. Selective depositories should depend upon the regional for seldom-used items.
On rare occasions, LSCM receives only a limited number of copies of a publication from a department or agency for distribution to depository libraries. These copies are sent to all designated regional depositories; the remainder is made available to selective depositories through a "special offer" on a first-come, first-served basis. These materials are usually retrospective runs of series. These special offers are announced through Administrative Notes, notices on the depository shipping lists, or on the FDLP Desktop.
Cooperative collection development and interlibrary loan can also provide access within a local area to rarely used items. The Documents Data Miner, a State Plan, or consortia can assist with these activities.
Depository librarians are now permitted to substitute electronic versions as the sole "copy" for some tangible FDLP publications provided the electronic version is complete, official, and permanently accessible. These conditions are outlined in FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications. Titles appearing on the Guidelines are not the only titles than can be substituted; examples of other titles that may be substituted include:
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