ASERL’s CollaborativeFederal Depository Program:

Innovating within a Regulatory Framework

Bonnie MacEwan, Auburn UniversityDavid 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 LibrariesGovernment 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” likea beer?

“Free” likea 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)

• Need for retrospective cataloging

• Ensure complete collections

oDo 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

A Regional’s Perspective

• 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

University of South Carolina

A Selective’s Perspective

David Durant

Federal Documents & Social Sciences Librarian

East Carolina University

• 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

The J. Y. Joyner Libraryin the FDLP

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

• 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 is the J. Y. Joyner Library

Involved in CFDP?

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 InformationDavid DurantEast Carolina UniversityJ. Y. Joyner LibraryGreenville, NC 27858Ph. (252) 328-2258E-mail: DURANTD@ecu.edu

ASSOCIATION OF SOUTHEASTERN RESEARCH LIBRARIES

Bonnie MacEwan, DeanAuburn University LibrariesAuburn, Al 36849-5606Ph. (334) 844-1714E-mail: MACEWBJ@auburn.edu

Bill SudduthUniversity of South CarolinaThomas Cooper LibraryColumbia, SC 29208Ph. (803) 777-1775E-mail: SUDDUTHW@mailbox.sc.edu