Cataloging Record Distribution Program
- Details
- Last Updated: November 18 2020
- Published: October 24 2012
Recent message sent about CRDP Changed Records from a Recent GPO PURL Update Project
The Cataloging Record Distribution Program (CRDP) provides GPO produced catalog records to participating Federal depository libraries at no cost to the libraries.
The U.S. Government Publishing Office (GPO) started the CRDP on October 1, 2009 and has expanded the program each year. Currently, it serves up to 245 Federal depository libraries.
GPO contracts with MARCIVE, Inc. for bibliographic record services for CRDP participants. MARCIVE personnel work with each participating library to develop a CRDP bibliographic records profile, and they provide monthly sets of GPO produced bibliographic records for each library, based on their individually customized profiles.
Libraries add the records to their own library catalogs, enhancing public access and awareness of U.S. Government publications. Libraries do not pay to participate; however, they must follow minimum participation requirements in order to remain in the program.
New in the CRDP
GPO is excited to share new services and options available in the CRDP, starting in FY20, which started on October 1, 2019:
- Your library may choose to receive catalog records which do not have item numbers or have inactive item numbers. To select these records, you identify desired SuDocs stems.
- Your library may opt to receive FDLP Basic Collection catalog records, in a single batch in the following month’s records set.
- Your library may receive a Monthly Records List.
Participating libraries: Review information about each of these options. If you wish to add one or more to your library’s CRDP Profile, contact MARCIVE, Inc. directly to make changes to your library's CRDP Profile. Please note that your library may make up to two cataloging specification changes during each Federal fiscal year (October-September).
Libraries joining the program: You will have the option to select any or all of these options when you submit your original CRDP Profile.
All libraries, please note: GPO reviews and approves requests for the FDLP Basic Collection records set, Monthly Records Lists, and also setting of OCLC holdings before they are implemented.
Benefits of the CRDP
The advantages to participation are many, including:
- The service is available at no cost to participating Federal depository libraries.
- Quality bibliographic records are provided monthly.
- Participating libraries profiled to get current bibliographic records can make changes anytime to their FDLP item number selection profiles and will automatically get bibliographic records the next month based on the updated item number selection profiles.
- Libraries may configure the bibliographic record files received.
- The monthly process for acquiring the records sets is easy.
- Receiving bibliographic records reduces library staff cataloging time.
- Participants have consistently praised CRDP customer service.
- Library staff may request a referral to a CRDP Buddy, a knowledgeable librarian at another CRDP participating library who has offered to help consult about the CRDP.
How to Join the CRDP
Participation in the CRDP is “first come, first served".
Contact GPO’s Federal Depository Support Services if you are interested in learning about any program vacancies. Ask for Kathy Bayer or Lara Flint.
- Phone: 202-512-1119 (shared phone line)
- Electronic: This email address is being protected from spambots. You need JavaScript enabled to view it.
The CRDP has proven to be so successful that GPO typically has a waiting list for participation. Libraries on wait lists are typically invited to join after the beginning of the next Federal fiscal year (October 1st). If a program vacancy arises during the fiscal year, the next library on the waiting list is able to join the program at that time.
If your depository library is interested in joining, you are encouraged to:
- Review the CRDP minimum participation requirements to make sure your library will be able to fulfill the requirements.
- Review the CRDP Profile Guide, which provides instructions that libraries joining the CRDP follow to notify MARCIVE how they would like their records sets customized.
- Review and update the depository’s FDLP item number selection profile, as appropriate.
Once GPO invites your library to join the CRDP:
- Review the following:
- CRDP Profile Guide and Completing the CRDP Profile webcast
- Joining the CRDP A short outline of steps to take when joining the CRDP and what you can expect once your library is an active participant
- Submit the CRDP Profile. Access the form through the link in the first paragraph of the CRDP Profile Guide.
Participation Requirements
Since GPO pays for participating libraries to receive bibliographic records through the CRDP, these libraries are required to:
- Maintain CRDP point(s) of contact with both GPO and MARCIVE, Inc. A library must always have at least one current point of contact for this program. Notify both GPO and MARCIVE of any changes in the points of contact.
- Retrieve catalog records each month. Records are typically made available for two weeks at the end of the second week of the month.
- Failure to see the email notification from MARCIVE about availability of records or to be contacted by GPO about record pick-up does not excuse a library from picking up records. If you haven’t seen a notification by the middle of the month, you should get in touch with MARCIVE to inquire about records availability.
- If you miss picking up records during the two-week window, you may contact MARCIVE to request reposting within eight weeks from the time that the records were made available.
- This may typically be done only once during a fiscal year, which runs from October 1st through September 30th.
- If your library or staff is significantly impacted by a disaster and unable to access the monthly records, please contact GPO or MARCIVE staff when feasible. Records are held for disaster-affected libraries for a period of time.
- Load the records into the ILS/OPAC on a timely basis, which is preferably within two weeks but at least before the next set of records is available the following month, and test the results.
- Profile to receive at least ten records each month, on average.
- Complete an annual GPO survey about the CRDP.
- Have an integrated library system which supports Resource Description and Access (RDA) bibliographic records
- (For new participants) After getting an invitation to join, complete the initial CRDP Profile and testing within three weeks.
Libraries with OCLC WMS may set up their CRDP Profiles so they do not need to pick up or load records.
PLEASE NOTE: GPO monitors non-compliance with these requirements and reserves the right to remove libraries from the CRDP when they do not fulfill the requirements.
If your library is uncertain about meeting the participation requirements, please note that GPO catalog records are available through other sources.
To get a sense of how many bibliographic records your library may get each month based on your current FDLP item number selection profile, you may search the Documents Data Miner 2 Catalog, filtered by your depository library number.
CRDP Profile
Participating libraries create a CRDP Profile to describe the types of records they wish to receive and how they will be organized in order to meet the specifications of the local library system.
See the Profile Guide, which has instructions for a new library joining the CRDP and helpful information to reference in case participating libraries wish to update or change their current CRDP Profiles. A webcast, Completing the CRDP Profile, will help walk you through the guide.
Each library participant may select one of the following options, matched with your library’s item selection profile at the beginning of each month:
- All newly created cataloging records
- All newly created records, plus changed or updated bibliographic records
Each library participant may also select from the following options:
- Catalog records without item numbers or records which include inactive item numbers, identified through selection of desired SuDocs stems. Records without item numbers typically describe older publications, including digital reproductions. Examples of records without item numbers are described at GPO’s Cataloging Data in the Cataloging Record Distribution Program.
- FDLP Basic Collection catalog records, in a single batch in the following month’s records set. This is a one-time output that is of most interest to newer Federal depository libraries which haven’t already cataloged these titles. Your library does not need to be selecting the corresponding item numbers to receive this group of records.
Libraries joining the CRDP
Libraries joining the CRDP set up their CRDP Profile through the form linked from the CRDP Profile Guide.
New libraries in the CRDP may make two cataloging specification updates within the fiscal year they join. GPO’s fiscal year runs from October 1st through September 30th.
Current CRDP participants
Participating libraries contact MARCIVE, Inc. directly to make changes to their CRDP Profiles.
Each continuing CRDP library is entitled to make up to two cataloging specification updates to the record sets output during each Federal fiscal year. GPO’s fiscal year runs from October 1st through September 30th.
Participating libraries, please note: When you update your library’s FDLP item number selection profile or GPO makes changes to item numbers that affect your library’s profile, MARCIVE automatically provides bibliographic records the next month for the updated item numbers selected. There is no need to notify GPO or MARCIVE about item number changes.
Record Customization
Record sets may be customized in the CRDP. Libraries may choose from among the following CRDP custom options:
- Organization of records sets. They may be in one file or they can be separated by format, such as serials or online only (EL).
- Output limited by format, such as online only (EL)
- Creation of item record holding fields
- Creation of up to four holding codes
- Placement of OCLC numbers, SuDocs class numbers, and designated MARC fields according to local practice
- Record sets in MARC-8 or UTF-8
- Sending records to OCLC for the purpose of setting holdings
Note that MARCIVE adds the following note in a 500 field: “GPO Cataloging Record Distribution Program (CRDP)”.
Record Distribution
Records are distributed in batches once a month from MARCIVE, typically at the end of the second week of the month. The records sets are for publications cataloged by GPO during the previous month.
CRDP points of contact at libraries are notified by MARCIVE each month by email when their records are available to pick up via FTP or HTTPS. The emails include the quantity of records and the location where the records may be retrieved.
Once notified, libraries have two weeks to retrieve records. The email notification also includes the expiration date after which the records will not be available.
Libraries choosing to leave the CRDP may retain the bibliographic records received through the program.
Monthly Records List
This is an option for all participating libraries to select, starting in FY20.
You may opt to receive an electronic report in CSV format each month that includes the SuDocs number, item number (when included), OCLC number, and brief title. It will be made available along with each monthly set of catalog records and is of use to libraries with systems that do not have the capability to produce such a report. For libraries receiving multiple files of records, there will be a list for each file.
Excluded Services
The following services are not available through the CRDP:
- GPO acquisition records (brief bibs)
- MARCIVE Shipping List Service (SLS) records
- Barcodes/smart barcodes
- Superintendent of Documents (SuDocs) number labels
- Access to MARCIVEWeb Docs (database offered by MARCIVE)
- Authority control services
- Custom reporting
- Record loads tailored for a consortial catalog
- Retrospective cataloging
Guidance, Questions, and Technical Assistance
CRDP Buddies
Looking for guidance about CRDP workflows or best practices from a practitioner? Request a referral to an experienced librarian who has offered to consult about the CRDP. A referral is typically made to a library using the same integrated library system.
To request a CRDP Buddy, contact GPO’s Federal Depository Support Services (see below).
GPO thanks all the librarians who have volunteered to share their expertise and consult with their colleagues about the CRDP.
Contact GPO if you:
- Have general questions or comments about the CRDP
- Would like to join or leave the CRDP
- Want to update your library’s CRDP point(s) of contact
- Wish to request a CRDP Buddy
Contact Kathy Bayer or Lara Flint in GPO’s Federal Depository Support Services by:
- Phone: 202-512-1119
- Electronic: This email address is being protected from spambots. You need JavaScript enabled to view it.
- askGPO. Please select the tile entitled “Federal Depository Library Program” and the Category of “Cataloging Record Distribution Program (CRDP)”.
Contact MARCIVE, Inc. if you:
- Have technical support questions about CRDP profiling, ongoing profile maintenance or updates, records formatting, or receipt of files
- Have other technical questions about the CRDP
- Want to leave the CRDP
- Want to update your library’s CRDP point(s) of contact
Contact MARCIVE, Inc. representatives by:
- Phone: 800-531-7678
- This email address is being protected from spambots. You need JavaScript enabled to view it.
Participating Libraries
The names of libraries joining the CRDP in FY2021 will be added soon.
State | Library |
---|---|
Alabama | Air University Muir S. Fairchild Research Information Center |
Alabama A&M University J.F. Drake Memorial Learning Resources Center | |
Auburn University Ralph Brown Draughon Library | |
Birmingham Public Library | |
Troy University Library | |
University of Alabama, Huntsville Salmon Library | |
Alaska | Alaska State Library - Government Publications |
Iḷisaġvik College Tuzzy Consortium Library | |
University of Alaska, Anchorage UAA/APU Consortium Library | |
University of Alaska, Fairbanks Rasmuson Library | |
Arizona | Northern Arizona University, Cline Library |
University of Arizona James E. Rogers College of Law Daniel F. Cracchiolo Law Library | |
Yuma County Library District | |
Arkansas | Arkansas State Library |
Arkansas State University Jonesboro Dean B. Ellis Library | |
Ouachita Baptist University Riley-Hickingbotham Library | |
University of Arkansas at Pine Bluff John Brown Watson Memorial Library | |
University of Arkansas, Little Rock, Ottenheimer Library | |
California | California State University, Fullerton Pollak Library |
College of San Mateo Library | |
Downey City Library | |
Inglewood Public Library | |
Law Library for San Bernardino County | |
Long Beach Public Library | |
Monterey Park Bruggemeyer Library | |
Oakland Public Library | |
Orange County Law Library | |
Pasadena Public Library | |
Public Library of Stockton and San Joaquin County | |
Sonoma County Library, Central Library | |
University of California, Santa Barbara Davidson Library | |
University of Redlands Armacost Library | |
University of San Francisco Gleeson Library | Geschke Center | |
Colorado | Colorado Mesa University John U. Tomlinson Library |
Denver Public Library | |
University of Colorado, Colorado Springs Kraemer Family Library | |
Western State College Leslie J. Savage Library | |
Connecticut | Connecticut College C.E. Shain Library |
Post University Traurig Library | |
Trinity College Library | |
Wesleyan University Olin Library | |
Yale University Lillian Goldman Law Library | |
District of Columbia | District of Columbia Public Library |
National Defense University Library | |
National Library of Education | |
U.S. Department of Justice Main Library | |
U.S. Department of the Treasury Library | |
Florida | Florida State University Robert Manning Strozier Library |
Lake-Sumter State College Library | |
State Library of Florida | |
Stetson University College of Law Dolly & Homer Hand Law Library | |
St. Thomas University Library | |
Georgia | Atlanta-Fulton Public Library |
Atlanta University Center Robert W. Woodruff Library | |
Mercer University Furman Smith Law Library | |
University of Georgia School of Law Library | |
Guam | University of Guam Library |
Illinois | Chicago Public Library |
Illinois State Library | |
McKendree University Holman Library | |
Oakton Community College Library | |
Olivet Nazarene University Benner Library & Resource Center | |
Principia College Marshall Brooks Library | |
Southern Illinois University Edwardsville Lovejoy Memorial Library | |
University of Illinois, Springfield Norris L. Brookens Library | |
University of Illinois, Urbana-Champaign Government Documents Library | |
Indiana | Gary Public Library |
Indiana State University Cunningham Memorial Library | |
Indianapolis Public Library Central Library | |
University of Notre Dame Kresge Law Library | |
Valparaiso University Christopher Center for Library and Information Resources | |
Iowa | Davenport Public Library |
Drake University Law Library | |
Graceland University Frederick Madison Smith Library | |
Loras College Library | |
University of Northern Iowa Rod Library | |
Upper Iowa University Henderson-Wilder Library | |
Kentucky | Murray State University Waterfield Library |
Western Kentucky University Helm-Cravens Library | |
Louisiana | Loyola University New Orleans College of Law Library |
State Library of Louisiana | |
Tulane University Howard-Tilton Memorial Library | |
Tulane University Law Library | |
Vernon Parish Library | |
Maryland | Harford Community College Library |
U.S. Naval Academy Nimitz Library | |
Massachusetts | Harvard College Lamont Library |
Harvard Law School Library | |
Boston Public Library | |
Michigan | Calvin College & Calvin Theological Seminary Hekman Library |
Ferris State University Ferris Library for Information, Technology, and Education | |
Grand Rapids Public Library | |
Schoolcraft College Eric J. Bradner Library | |
Minnesota | Mitchell Hamline School of Law Warren E. Burger Library |
Mississippi | University of Mississippi J.D. Williams Library |
Missouri | Jefferson College Library |
Missouri Southern State University George A. Spiva Library | |
Missouri Supreme Court Library | |
Montana | Montana State Library |
State Law Library of Montana | |
Nebraska | Nebraska Library Commission |
Wayne State College Conn Library | |
Nevada | Las Vegas Clark County Library District Las Vegas Library |
University of Nevada, Las Vegas Wiener-Rogers Law Library | |
University of Nevado, Reno | |
Washoe County Law Library | |
New Hampshire | New Hampshire State Library (New Hampshire Department of Cultural Resources) |
Nashua Public Library | |
New Mexico | Eastern New Mexico University, Golden Student Success Center |
Farmington Public Library | |
New Mexico Institute of Mining & Technology, Joseph R. Skeen Library | |
University of New Mexico Libraries | |
Western New Mexico University J. Cloyd Miller Library | |
New Jersey | Free Public Library of Elizabeth |
Free Public Library of Woodbridge | |
Drew University Library | |
Monmouth County Library - Eastern Branch | |
New Jersey State Library | |
Newark Public Library | |
Rider University Franklin F. Moore Library | |
Rutgers University, Camden Law Library | |
Rutgers University, Newark Law Library | |
Rutgers University, New Brunswick, Alexander Library | |
New York | Colgate University, Case Library |
Hofstra University Axinn Library | |
Middletown Thrall Library | |
New York Law School Mendik Library | |
Queens Public Library Central Library | |
Sarah Lawrence College Esther Raushenbush Library | |
St. John's University Rittenberg Law Library | |
State University of New York, New Paltz, Sojurner Truth Library | |
Stony Brook University Frank Melville Jr. Memorial Library | |
Union College Schaffer Library | |
University at Buffalo Lockwood Library | |
U.S. Merchant Marine Academy Bland Memorial Library | |
North Carolina | Davidson County Public Library System Lexington Library |
East Carolina University Joyner Library | |
Fayetteville State University Charles W. Chesnutt Library | |
North Carolina Central University, School of Law Library | |
State Library of North Carolina (Department of Cultural Resources) | |
University of North Carolina, Greensboro Walter Clinton Jackson Library | |
University of North Carolina, Wilmington William M. Randall Library | |
Wake Forest University Z. Smith Reynolds Library | |
Western Carolina University Hunter Library | |
North Dakota | Valley City State University Allen Memorial Library |
Ohio | Ashland University Library |
Capital University, Blackmore Library | |
Case Western Reserve University Kelvin Smith Library | |
Cleveland Public Library | |
Cleveland State University Cleveland-Marshall College of Law Library | |
Cleveland State University Michael Schwartz Library | |
Heidelberg University Beeghly Library | |
Hiram College Library | |
Miami University King Library | |
Muskingum University Library | |
Oberlin College Library | |
Ohio University Alden Library | |
Otterbein University, Courtright Memorial Library | |
Shawnee State University Clark Memorial Library | |
University of Akron Bierce Library | |
University of Dayton Roesch Library | |
University of Mount Union Library | |
University of Toledo Carlson Library | |
Youngstown State University William F. Maag Jr. Library | |
Oklahoma | East Central University Linscheid Library |
Langston University G. Lamar Harrison Library | |
Rogers State University Stratton Taylor Library | |
University of Central Oklahoma Max Chambers Library | |
Oregon | Oregon Institute of Technology Library |
Oregon State Library | |
Portland State University, Branford Price Millar Library | |
Reed College Eric V. Hauser Library | |
Southern Oregon University Hannon Library | |
Pennsylvania | East Stroudsburg University Kemp Library |
LaRoche College Wright Library | |
Millersville University of Pennsylvania Francine G. McNairy Library and Learning Forum | |
Scranton Public Library Albright Memorial Building | |
Swarthmore College McCabe Library | |
Thiel College Langenheim Memorial Library | |
University of Pennsylvania Van Pelt-Dietrich Library Center | |
West Chester University of Pennsylvania Francis Harvey Green Library | |
Puerto Rico | Pontifical Catholic University of Puerto Rico Biblioteca de Derecho Mons Fremiot Torres Oliver |
Pontifical Catholic University of Puerto Rico Encarnacion Valdes Library | |
South Carolina | Citadel Military College Daniel Library |
Furman University James B. Duke Library | |
South Carolina State Library | |
South Dakota | Northern State University Williams Library |
South Dakota State University Hilton M. Briggs Library | |
Tennessee | Fisk University Franklin Library |
Nashville Public Library (Public Library of Nashville & Davidson County) | |
Tennessee State Library and Archives | |
University of Tennessee, Knoxville Joel A. Katz Law Library | |
University of Tennessee, Knoxville John C. Hodges Library | |
University of Tennessee, Martin Paul Meek Library | |
University of the South Jessie Ball duPont Library | |
Texas | Angelo State University Porter Henderson Library |
El Paso Public Library Main Library | |
Houston Public Library | |
Lamar University Mary & John Gray Library | |
Lee College Library | |
Longview Public Library | |
San Antonio College Library | |
South Texas College of Law Fred Parks Law Library | |
St. Mary's University Louis J. Blume Library | |
Texas Lutheran University Blumberg Memorial Library | |
University of Texas at Arlington Library | |
West Texas A&M University Cornette Library | |
U.S. Virgin Islands | Florence Williams Public Library (Division of Libraries, Archives, & Museums) |
Vermont | Middlebury College Davis Family Library |
University of Vermont Bailey/Howe Library | |
Virginia | University of Mary Washington Simpson Library |
University of Virginia`s College at Wise John Cook Wyllie Library | |
Washington | Central Washington University James E. Brooks Library |
Washington State University Holland and Terrell Libraries | |
Whitman College Penrose Library | |
West Virginia | Marshall University James E. Morrow Library |
West Virginia State University Drain-Jordan Library | |
Wisconsin | LaCrosse Public Library |
Wyoming | University of Wyoming Coe Library |
University of Wyoming College of Law George W. Hopper Law Library |
Additional Information
Please note: Enhancements available starting in FY20 are not reflected in most materials below. The exception is the Completing the CRDP Profile webcast.
- Completing the CRDP Profile, August 21, 2020
- Cataloging Record Distribution Program Workflows webinar, September 7, 2017
- Harford Community College Library’s CRDP Workflow, Before and During COVID-19. See the 2020 FDL Conference Virtual Poster Presentations for the abstract and poster.
- "Western Kentucky University and the CRDP” FDLP Connection, Volume 6, Issue 4
- 2015 Federal Depository Library Conference program, co-presented by GPO and MARCIVE, Inc.
- Recording (starts at 39:00)
- Slide presentation
- “Downey City Library: Community Centered Cataloging with GPO’s Records”, FDLP Connection, volume 1, issue 2.