A Fine Balance: Tangible
or Electronic?
Gretchen Gould
Reference Librarian & Bibliographer
University of Northern Iowa
E-mail: gretchen.gould@uni.edu
Charge & Task
 Ad Hoc Library Task Force
 Should we remain in the FDLP as a selective depository?
 Was the collection being used enough to justify the
expenditures and maintenance?
 Consider moving to Documents without Shelves ⃰
completely
 Identify process to drop depository status
 Make recommendations on whether we retain depository
status as is and/or how the collection might evolve
⃰ Commercial service available through Marcive in which full MARC records with URLs for government documents that have been published
online are loaded into our catalog on a monthly basis
Challenges
 Gather and analyze information
 Objective and comprehensive snapshot of collection
 Newer documents available online as well as older,
historical government documents
 Literature review
 GovDoc listserv query
 Each depository library unique
Information and Data Gathering
 Since 1989, 14,000 government documents have
circulated once or more
 Since January 2005, 2,500 government documents have
circulated once or more.
 Since January of 2009, 438 government documents have
circulated once or more.
 698 government documents circulated a total of five or
more times.
 711 government documents were used internally
between June 2009 and June 2010
 In March 2010, 140 electronic government documents
were accessed a total of 191 times. In April of 2010, 379
electronic government documents were accessed a total
of 429 times.
Survey Questions and Responses
 Online survey for students, faculty, and staff
 11 questions
 90 responses – over half were from faculty
 Collection still used for research and classes
 Online documents were preferred
 Misconception that everything is online
Other Factors
 Input from subject bibliographers
 Personnel time – 1,800+ hours per year
 Expenditures - $3,900 on Documents without Shelves
subscription
 Space – 7,000+ linear feet with 65% of shelving space
used
Scenarios
 Transition to a mostly electronic depository collection which
included retaining our depository status, heavily weeding
the depository collection, and shifting to take up less space.
 Transition to a hybrid print and electronic depository
collection which included retaining our depository status,
heavily weeding the depository collection, and shifting to
take up less space.
 Transition to a hybrid depository collection which included
retaining depository status, modifying and hybridizing item
selection list, but no heavy weeding or shifting.
 Do not change a thing.
 Drop depository status completely but retain subscription to
Marcive’s Documents without Shelves service. This involved
relinquishing our depository status, offering all of our
government documents to other depositories, and deaccessioning materials from our catalog and OCLC.
Significant Benefits
 Receiving all government documents, tangible and
electronic, for almost no cost to Rod Library.
 Access to federal government databases that Rod Library
would not otherwise have access to.
 Free Marcive records tailored to our item selection profile
as a depository library participant in the GPO’s
Cataloging Record Distribution Project.
 Retention of depository status would let Rod Library
keep older government documents that were considered
valuable.
Significant Drawbacks
 Relinquishment of Rod Library’s depository status would
be an irrevocable decision.
 Rod Library would be terminating a 64-year partnership
with the federal government.
 Our patrons would lose access to all government
documents, tangible and electronic.
 Every single government document would have to be
individually de-accessioned from the catalog and OCLC,
listed and offered to other depositories, which would
heavily burden the workload of the Technical Services
staff
Task Force Recommendations
 Rod Library should retain status as a selective
government depository
 Selection profile should be changed to focus on
electronic resources whenever possible.
 Recognizing that it will be important to keep some
resources in tangible form because some publications do
not yet exist in online form, or are not easily usable by
researchers in electronic format
 Size of the current tangible collection be reduced
through a special weeding project.
 Focus on keeping sources that are of historical and/or
research value to the local community, and that do not
exist in usable (or any) electronic form
Conclusion
 Task force recommendations were accepted by the
library administration
 In the fall of 2010, a second task force was appointed to
develop a detailed plan and process for weeding the
government documents collection
 Contrary to popular belief, everything is not online
 There is still value to having a tangible government
documents depository collection
 Tremendous value in maintaining a partnership with the
federal government that benefits all parties involved and
furthering the mission of access to government
information