Questions? Contact Clarice Ostman

NOTE (as of 06/26/2009): The instructions for the diposal process have been updated to reflect new policies. These policies were discussed at the recent Minnesota/South Dakota Spring Forum. The changes have been highlighted in bold below.

Introduction

Selective federal depository libraries which are served by a Regional Library may withdraw depository materials from their collections after the materials have been held for five years, and after receiving permission from their Regional. Except for the exempted publications listed below, all publications must be retained for five years from the date of receipt. For discard purposes, it is essential that the date of receipt be marked on each publication and/or the shelf list. There is no requirement that selectives must withdraw any publications, and all depositories are encouraged to consider the needs of their users when developing withdrawal policies. Each depository should have a collection development policy which identifies both selection and discard policies in the context of the community's needs.

Discard lists are checked by the Regional Library, in order to maintain a complete collection of federal publications which is then available to libraries in the region. Most publications in the Regional collections, with the exception of some reference materials and fragile publications, are available for Interlibrary Loan and/or photocopy. The Regional, in cooperation with MINITEX, will attempt to supply any publication needed by selectives within the region, including microfiche.

These guidelines are based on the Instructions to Depository Libraries (GP 3.26:D 44/2000 or http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/index.html). All persons working with depository collections should be familiar with the Instructions and with the Depository Library Manual (and Supplements) (GP 3.29:D 44/993 or http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/)

Requesting Permission to Discard Publications

1. Exceptions to the five-year rule
   1. The following publications may be discarded without regard for the five-year rule:
      1. Publications listed on the Superseded List (GP 3.2:Su 7/996 or http://www.access.gpo.gov/su_docs/fdlp/pubs/suplist/index.html). These publications may be discarded without notification of the Regional when superseded as indicated.
      2. Government publications which are duplicates or are received outside of the depository system (gifts, Documents Expediting Project, direct mail, etc).
      3. Depository publications received from Government Printing Officer (GPO) but not selected may be discarded without permission from the Regional.
   2. While the categories above do not have to be listed, if significant publications or large sets are being withdrawn, listing them for the Regional is encouraged as a courtesy, as well as publicizing them for other depositories in the region. They must be clearly identified on lists as to the reason for withdrawal (e.g. duplicate or non-depository).
   3. Publications which are replaced by microfiche, commercial reprint, or other re-publication may be discarded in less than five years but must be listed for the Regional first. The withdrawal list must clearly state that they are being replaced. In the case of major replacement projects, such lists may be sent at any time.
   4. The Federal Depository Library Program (FDLP) has developed guidelines for substituting electronic versions for tangible depository publications. These guidelines are available online at the FDLP Desktop (http://www.gpo.gov/su_docs/fdlp/coll-dev/subguide.html).
2. Discarding Depository Microfiche
   1. Depositories may discard microfiche after the mandatory 5-year retention without providing lists to the Regional.
   2. Large collections or long runs of serials in fiche may have interest for the Regional. The Regional should be informed of these intended discards in a letter with a description of the collection. A detailed inventory is not necessary. The letter should specify that the library plans to discard, for example, the Federal Register earlier than 1990, or all microfiche from the 1980 census. Letters identifying major microfiche discards do not need to follow the monthly discard schedule.
3. Withdrawal Lists for Paper and Tangible Electronic Publications
   1. All publications received through the depository program in paper or tangible electronic format (floppy disk, CD-ROM, etc.), and not covered under the five-year rule above, must be listed for the Regional Library before discarding with the following exception. Documents that have been checked by the Regional in the past three years on previous discard lists DO NOT NEED TO BE LISTED. Lists of these documents can be found at:
      • H Discard lists (2006-2008)
      • I and J Discard lists (2006-2008)
      • L, M, and N Discards lists (2006-2008)
      • O, P, R, and S Discard lists (2006-2008)
      • T, V, W, and X Discard lists (2006-2008)

      Please note that each of these files has multiple tabs so be sure to check the entire file.

      If a document is listed on one of the above lists, it can be withdrawn at any time by the selective depository.

   2. All lists MUST be submitted electronically by email using the instructions below. If your library is unable to do this, please contact the Regional Librarian, Kirsten Clark, to discuss alternatives.
   3. Each list or group of lists sent via email must include the following information in the email text: the depository library name and depository number, the list dates, and the list numbers attached. Lists should be sequentially-numbered throughout the year (e.g. 2009-01, 2009-02, etc.) to assist in record-keeping.
   4. Withdrawal lists sent via email MUST use the Withdrawal List Template format.
   5. Lists should be emailed to Clarice Ostman.
   6. Emailed withdrawal lists will follow the schedule below.

4. To facilitate efficient processing by the Regional and to encourage regular weeding in selectives, the following discard schedule should be followed:

   Month	SuDoc stems beginning with:
   January	Y
   February	A
   March	C
   April	D
   May	E, F, G
   June	Month off
   July	H
   August	I, J
   September	L, M, N
   October	O, P, R, S
   November	T, V, W, X
   December	Month off

   Lists must be emailed by the last day of the month.