ASERL’s Collaborative
Federal Depository Program:
Innovating within a Regulatory Framework
Bonnie MacEwan, Auburn University
David Durant, East Carolina University
Bill Sudduth, University of South Carolina
ASSOCIATION
OF
SOUTHEASTERN RESEARCH LIBRARIES
Association of Southeastern Research Libraries (ASERL)
Collaborative Federal Depository Program (CFDP)
Bill Sudduth
Head, Government Information, Microforms,
Newspapers, and Maps
University of South Carolina
CFDP Goals
• Collections – complete cataloged collections based
on an agency (Dept. of Education), topic (Panama
Canal), or format (maps)
• Spaces – shared spaces throughout the southeast
• Services – Centers of Excellence (COE) supported
by expertise and access to collections
• Tangible item based program
o COE collects copies for access as well as
preservation
o Collections at regionals are above Tittle 44
requirements
Parallel Projects – One Outcome
IMLS Grant
• Oct 2009-Sept 2012
• South Carolina (US Dept. of
Ed 1979-, Kentucky (WPA),
Florida (Canal Zone) and
ASERL
• Proof of concept for CFDP
• Inventory, catalog, identify
gaps, and develop tools to
complete targeted collections
based on local strengths
ASERL Guidelines for FDLP Collections
•
•
•
•
Dean’s Implementation Plan
Draft approved April 2010
Final approved April 2011
Administrative support to
implement a developing
proof of concept
• Commitment to expanding
Centers of Excellence concept
• Development of the ASERL
Disposition tool
A Dean’s Perspective
Bonnie MacEwan
Dean, University Libraries
Auburn University
What has changed?
• All of our processes
• The nature of our collections
• Our workflows and staffing
• Our public areas
Collections
•
•
•
•
•
Paper to electronic
Owned to licensed
Delivered to user’s desktop or office
“Just In Case” to “Just In Time” selection models
Information in short supply to Information
Overload
• Paper on a shelf to many delivery mechanisms –
iPad, iPhone, computer -- and trusty paper
Are government
documents a collection?
• Collections are managed
• Collections are selected to serve the primary
clientele
• Collections are made available to other users but
not collected for them
• Collections support the reputational aspirations
of the holding institution
Auburn University Libraries
Government Documents Collection
 Over 1 million paper volumes
 Over 2 million
microfiches/microcards
 Occupies ¼ of the 1st floor of the
library
 Occupies ¼ of the closed stacks area
 A depository since 1907
But are these documents…
“Free” like
a beer?
“Free” like
a puppy?
Costs?
• Cost to process
• Cost to maintain
• Cost of the space
Service questions
• Who is using the collection?
• How are they using it?
• What are the alternatives?
Why the ASERL FDLP Plan?
• We need to explore a viable alternative – the current plan is
not sustainable
• ASERL is the right group, the right size and has the right
mission and history of cooperation
• ASERL has a strong organizational structure and leadership
• We have the expertise and energy including the expertise
Judy Russell brings
• We are motivated – like most large library deans, we believe
the time has come
How this would be an improvement
• My library has a huge investment in terms of space
and other resources
• Much material is not cataloged so it is not really
accessible even if we have it
• The model of depending on a staff member to
interpret the collection is long out of date
• Current GPO policies do not reflect the way users
access and find information
Tough
Love
• I’m a collections person. I value well selected, accessible, well
maintained collections
• I value subject expertise
• I am concerned about patron access
• I am concerned about the lack of discovery for government
documents
• I know we have to respond to change
• If documents collections don’t change, they will die of their own
weight
The ASERL plan
• Probably isn’t perfect and may
need to change over time
• It does make sense
• It doesn’t threaten the existence of government
documents
• It doesn’t mandate that any ASERL member get rid
of anything -- although it provides the opportunity
for Selectives
• It’s a start and it’s past time to get started
A Regional’s Perspective
Bill Sudduth
Head, Government Information, Microforms,
Newspapers, and Maps
University of South Carolina
Requirements of a Regional Federal
Depository Library (Title 44)
• Retain publications permanently, except superseded
(Section 1911)
• Receive copies of all new and revised publications
authorized for distribution (Section 1912)
• Provide ILL, reference service and assistance to depository
in the disposal of unwanted publications (Section 1912)
• Permit depository libraries, within the area served by them,
to dispose of publications which they have retained for 5
years after first offering them to other depository libraries
within their area, then to other libraries (Section 1912)
Source: Legal Requirements & Program Regulations of the Federal Depository
Library Program, June 2011, p. 3
Withdrawal of
depository material
• Three options in the current guidelines
o Require Selectives to compile lists of publications
they wish to withdraw from their collections
• Specific categories of formats can be exempted
o Conduct an in-person review of the publications
to be discarded
o Require Selectives to check discards against the
regional’s or a union “needs” list
Source: Legal Requirements & Program Regulations of the Federal Depository Library Program,
June 2011, p. 9 (Guideline #61)
A Regional’s Perspective
• Need for retrospective cataloging
• Ensure complete collections
o Do we need 10 complete collections in SE?
• Managed approach to build targeted
collections based on local strength and
expertise
• Collections + expertise = value
• Outreach + training = public awareness
University of
South Carolina
• Original partner on IMLS grant
• Academic interest with strong Education programs
• U.S. Department of Education (1979-current)
o Issues related to a current on going agency
o Multiple formats
o Assumption that collections are cataloged
• Many Selectives in SC are weeding paper collections –
opportunity to fill gaps and build what might become
the ONLY tangible collection in the state
• Leverage the strengths of the ASERL partnership
including shared catalog and ILL delivery
A Selective’s Perspective
David Durant
Federal Documents & Social Sciences Librarian
East Carolina University
The J. Y. Joyner Library
in the FDLP
• Member since 1951
• Selective Depository (currently receives 68%
of available items)
• Legacy collection in print and microfiche;
Electronic collection
• Largest depository east of the Triangle
Why is the J. Y. Joyner Library
Involved in CFDP?
• Enhance role within ASERL
• Build ties to other depository libraries in
the region and foster greater local and
regional cooperation
• Help preserve print documents
Why is the J. Y. Joyner Library
Involved in CFDP?
• Increase awareness and visibility of federal
documents at the J. Y. Joyner Library
(enhance value of legacy print collection)
• Greater ability to build collection as needed
• Streamlined, more rapid and efficient Needs
& Offers process
• Involvement in ASERL program increases
our commitment to and effectiveness within
the FDLP
Why HUAC/HCIS?
• Great historic importance
• Tied to other library collections (ex: Hoover
Collection)
• Relatively small collection
• Already cataloged
• Already have sizable holdings (250 HUAC, 60
HCIS)
• Retrospective (1938-1975: no major growth)
Issues
• Filling gaps in collection
(pre-1950 materials in particular)
•
•
•
•
•
Circulation?
Obtaining second copies
Digitization?
Promotion / rollout
Web presence
Questions?
Contact Information
David Durant
East Carolina University
J. Y. Joyner Library
Greenville, NC 27858
Ph. (252) 328-2258
E-mail: DURANTD@ecu.edu
Bill Sudduth
University of South Carolina
Thomas Cooper Library
Columbia, SC 29208
Ph. (803) 777-1775
E-mail: SUDDUTHW@mailbox.sc.edu
Bonnie MacEwan, Dean
Auburn University Libraries
Auburn, Al 36849-5606
Ph. (334) 844-1714
E-mail: MACEWBJ@auburn.edu
ASSOCIATION
OF
SOUTHEASTERN RESEARCH LIBRARIES