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NOTE (as of 04/22/2008): The below instructions pertain to sending withdrawal lists via USPS mail. Lists can also be sent through email using the Minnesota Regional Email Withdrawal List Instructions. For more timely returns of withdrawal lists, the Regional Library encourages selectives to email lists following these instructions.

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 Publications listed on the Superseded List (GP 3.2:Su 7/996 or http://www.access.gpo.gov/su_docs/fdlp/pubs/suplist/index.html). These publications may be discarded without notification of the Regional when superseded as indicated.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 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 A above, must be listed for the Regional Library before discarding.
   2. Each list or group of lists should be accompanied by a cover letter which includes the depository library name and depository number, the list dates, and the list numbers included. Lists should be sequentially-numbered throughout the year (e.g. 97-01, 97-02, etc.) to assist in record-keeping.
   3. Since pages may get separated during the checking process, the top of each page of each list must indicate the following:
      1. Library name
      2. Discard list number
      3. Page number
      4. Date
   4. Entries must be arranged in exact SuDoc classification number order, and must contain the following information:
      1. Superintendent of Documents classification number
      2. Title
      3. Date of publication
      4. Volume/issue numbers, if serial
      5. Notation to indicate bound volumes
      6. Notation to indicate reason for discard if held less than 5 years.
   5. Lists must be typed or produced on a word processor, unless other arrangements are made with the Regional. Photocopies of shelflist cards may be acceptable if all needed information is present, they are legible, they are arranged in SuDocs order, and page headers are prepared as directed in number 3 above.
   6. List must be double spaced between entries to leave space for annotations.
   7. All lists should be addressed as follows:

      Government Publications Library (DL)
      10 Wilson Library
      309 19th Avenue South
      University of Minnesota
      Minneapolis, MN 55455

      Lists should not be addressed to any individual by name. Addressing the lists correctly will get them into the processing stream immediately.

   8. 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 should arrive at the Regional by the last day of the scheduled month. Lists received outside of the schedule will be held until the scheduled month. Libraries should retain a copy of each list.