TLA Government Documents Roundtable Meeting Walker Library, Middle Tennessee State University, Murfreesboro, TN Friday, November 14th, 2014 Minutes Attendees: Teri Bante, Vanderbilt University Miriam Barrett, Nashville Public Library Toni Butler Click, Middle Tennessee State University JoAnne Deeken, University of Tennessee, Knoxville Betsy Eckert, University of Memphis Beverly Geckle, Middle Tennessee State University Chuck Julian, University of Tennessee at Martin Frank Lester, Vanderbilt University Felicia Lott, Tennessee State Library and Archives Ester McShepard, Fisk University David Nelson, Middle Tennessee State University Perveen Rustomfram, University of Memphis Jennifer Rydell, Chattanooga Public Library Suzanne Smalley, University of Tennessee, Knoxville Alan Stewart, Memphis Public Library (Secretary) Patricia Thompson, University of the South Vance Walker, Knox County Public Library Anne Whitver, Tennessee State Library and Archives (Chair) Brianne Yancy, Cleveland State Community College Introductions and updates: The attendees introduced themselves and shared news from their locations. Among the items shared: TSLA is consolidating and weeding their depository collection. Nashville PL is undergoing some reorganization of collections, and many documents are currently in boxes. Re: Chattanooga PL’s withdrawal from the FDLP, Congressman Chuck Fleischmann’s office is trying to find another library in the 3rd District to take their materials. The University of the South (Sewanee) is storing congressional hearings in boxes. The UT Law Library is running out of shelf space and is weeding hearings. UT Martin has an estimated 10 to 15,000 items in boxes. Larry Roman has retired from Vanderbilt on disability. His position will not be replaced. State Plan revision discussion: Perveen demonstrated how to access the full text of the plan on the U of M’s web site at http://www.memphis.edu/govpub/statepl.php, and reviewed some of the basic issues to be considered in revising the plan. The discard and withdrawal process needs to be covered in more depth and the role of the ASERL Disposition Database spelled out. Also, more attention needs to be given to the issue of tangible vs. electronic. Which library will keep what tangible materials as we move more and more into an electronic environment? Is it even feasible to rely on online access when FDSys still doesn’t have complete runs of many titles? A committee including Perveen, Larry, Beverly, Suzanne, Frank, Anne, Alan, and Mark Ellis (East Tennessee State University) will work on the revisions, primarily by email. LUNCH BREAK Tennessee Depository Disposition discussion The group reviewed the options that Larry had shared from the last DLC Federal Depository Library Council Meeting (see minutes of TLA-GODORT meeting, Spring 2014), as detailed in a handout (see separate document, Possible Discard Options for Modifying and Easing the Discard Process in Tennessee, attached). The discussion and disposition of each option is described in order, as follows. Regionals maintain a wiki for a category of publications. The question was raised, can correct SuDoc formatting be maintained on a wiki? It was also noted that we would still need to post to the ASERL database as well as the state wiki. The group voted yes on pursuing this option. Selectives do not have to list any publication produced after a certain year. The group’s consensus opinion was that this was too broad. The vote on this option was no. Selectives do not need to list non-print materials like microfiche. The handout suggested we’d already moved to this, but listing fiche is in fact still being done. However, the group thought that the current requirements could be modified – i.e., you could list a long run of materials by SuDoc stem and ask the Regional about the run as a whole, but individual documents on fiche would still be listed individually. Selectives must list only summary entries with approximate dates covered. The group thought that ASERL format should be used when listing long runs, since someone may request just a single item. The vote was yes. The Regional must send a selective’s discards only to the appropriate subregional. This is already being done and should be continued. Yes. Selectives can batchload records to the ASERL Disposition Database. The vote was no. Small selectives do not need to get prior approval to discard documents. How would “small” be defined? No. Discussion continued regarding the possible formats for a shared list online. Besides a wiki, other possibilities would be a shared Excel document, or Google Sheets. The Regional and subregionals would have to manage the web site. The committee revising the State Plan will make the decision on which tool to use as part of their charge, with a goal on developing training and going “live” with the new discard/disposition process in 2015. Since the selectives’ representatives on GODORT are not always the main point of contact for withdrawal/disposition, Perveen is building a list of those staff members. Please send names and contact info to Perveen. TLA-GODORT housekeeping: JoAnne Deeken was nominated for the position of President for 2015-2016 and Alan Stewart was re-nominated for Secretary. Both were elected by acclamation. There was discussion of whether GODORT should have another Spring Meeting following the annual DLC, in addition to the regular meeting at TLA, or whether the current annual meeting should be changed from fall to spring so DLC news is fresher. The consensus was that the annual meeting should remain in the fall and that we should continue with only one meeting (TLA) in the spring, but use email and other means of communication to share news and discuss issues throughout the year. The meeting was adjourned at 3:00 p.m.. Submitted by Alan Stewart, Secretary, April 2, 2015