Home > Law and Research Library > Collections > Federal Publications > Resources for Arizona's Federal Depository Librarians > State Plan for Federal Depository Library Service
State Plan for Federal Depository Library Service
Developed by
The Arizona Federal Documents Planning Committee
In cooperation with
Arizona State Library, Archives and Public Records
Published by
Arizona State Library, Archives and Public Records
December, 1985
with revisions, 1993, 1998
Preface
Arizona's State Plan for Federal Depository Library
Service is the result of collaboration among documents librarians interested
in increasing recognition and use of federal depository library collections
within Arizona, and in improving communication between depository libraries.
Impetus for drafting the Plan came during the Depository
Library Workshop held at the State Library on March 14 and 15, 1984.
Joseph McClane, Depository Library Inspector for the U.S. Government Printing
Office, conducted the workshop. Documents librarians from throughout
the state attended and agreed that a state plan for depository library
service was both needed and feasible. On the second day of the workshop,
a state plan committee was formed by representatives of public libraries,
the State Library, three state university libraries, and a community college
librarian. Jeff Fox, Planning Consultant from the Arizona Department
of Library, Archives and Public Records, assisted the committee in establishing
and utilizing a productive planning process.
During the initial meeting, the committee identified
eighteen areas of concern common to depository libraries within the state.
These were subsequently consolidated into six major themes, each characterized
by a broad problem/goal statement. The first draft of the plan was presented
at the Arizona State Library Association's annual conference in Phoenix
in December, 1984. At that time copies of the draft, accompanied
by letters encouraging critical review , were mailed to libraries throughout
the state. Numerous responses, most of them favorable, were relayed
to committee members. Work on the plan continued into 1985.
The final draft, completed in October, was presented to librarians at the
1985 annual ASLA conference.
Participation in the planning effort varied considerably
during the time it took for the Plan to come to fruition. The process
was a lengthy and arduous one. Despite this, high levels of commitment
to the project and its ultimate objectives were maintained. The committee
takes pride in the fact that the Plan reflects Arizona's unique interests
and concerns in the federal depository library system and hopes that the
Plan results in more effective coordination of depository library service
in our state.
The committee wishes to thank all those who encouraged its efforts.
Sharon Turgeon, Director of the Arizona Department of Library, Archives
and Public Records, is especially recognized for her interest in the project
and for providing considerable financial and administrative support.
Table of Contents
Preface
Summary of Goals
- Regional Depository Library Services
Specific Problems of Regional Depository Libraries
Desired Situation/Goal and Objectives
- Integration of Federal Documents
with Other Library Services
Goal and Objectives
- Support Available to Non-Depository
Libraries
Goal and Objectives
- Continuing Education for Depository
Library Staff
Goal and Objectives
- Evaluation of Depository
Library Collections and Service
Goal and Objectives
- The Arizona Depository Library
Council
Goal and Objectives
Appendix A: Map of Federal Depository
Libraries in Arizona
Appendix B: List and Description
of Arizona's Federal Depository Libraries
Appendix C: Charter and Bylaws of the Arizona Depository
Library Council
Summary of Goals
- To establish, coordinate, and disseminate
the policies and procedures of the regional depository library regarding
the following services to selective depositories:
Collection Use and Circulation
Interlibrary Loan
Discards/Withdrawals
Replacement
Reference
Acquisitions
Advising/Consulting
- To effectively integrate government publications
reference services with other public services in depository libraries;
To insure consideration of depository collections
and services in local and statewide planning and systems development;
To increase the degree of integration and use of
federal publications by improving bibliographic control and access to federal
publications, such as integrating documents into the library's online databases,
utilizing OCLC, acquiring access to commercially produced indexes.
- To define the levels and means of support available
to non-depository libraries in the areas of reference service, interlibrary
loan, public awareness and continuing education.
- To increase the expertise and referral skills
of documents reference staffs so that they make full and effective use
of resources within their collections and within the state.
- To gather and maintain files of information on
public and instructional use of depository collections and services.
- To provide depository librarians both opportunity
and encouragement for implementing this plan and facilitating future communication
and problem solving through formation and operation of the Arizona Depository
Library Council.
Regional Depository Library Services
Current Situation
There is a need for greater definition, communication
and coordination in regional depository library policies and procedures
regarding the following services to selective depository libraries:
Collection use and circulation
Interlibrary loan
Discards/withdrawals
Replacement
Reference
Acquisition
Advising/consulting
Description of Arizona Depository Libraries
There are currently fifteen federal depository libraries in Arizona,
including one regional. There is an uneven geographic distribution
of depository libraries and wide variations exist in the size and type
of library.
Appendix A to this plan includes a map of the federal
depository libraries in Arizona. Appendix B lists Arizona depository libraries,
including address, type of library, date of depository designation, percentage
of items selected, collection strengths, types of services, and person
in charge. Appendix C contains the Charter and Bylaws of the Arizona
Depository Library Council.
Responsibilities, Support and Enforcement
Statements of legal responsibility for regional depositories are found
in the United States Code (1). Statements
of responsibility for regional libraries are also included in guidelines
issued by the Depository Library Council to the Public Printer (2),
and in GPO's Instructions
to Depository Libraries (3). Although
statutory requirements and guidelines for regional depository library
services exist, procedures for carrying them out are left to each regional
library
The Government Printing Office provides no financial
support to assist regional depositories in carrying out their mandated
responsibilities. Further, there exist no formal mechanisms for communication
between the Government Printing Office (GPO) and regional libraries for
matters concerning the operation of selective depositories, other than
copies of official GPO inspection reports for selective depository libraries
sent to regional libraries. There is a resulting lack of uniformity in
services provided to selective depository libraries and a lack of comments
to regional depository libraries as to what services selective depository
libraries need.
Specific Problems of the Regional Depository Library
Collection use and circulation: hours of service,
collection access policies and circulation policies are not well understood
by other libraries and users throughout the state.
Interlibrary loan: policies and procedures,
both formal and informal, need clarification and promotion.
Discards/withdrawals: regional depository
library procedures in handling discards and withdrawals have been written
and circulated (1989). Some selective depository libraries may still
not be aware of discard procedures or the types of materials that may
be withdrawn. The discard and withdrawal procedures should be updated
and distributed to all selective depository libraries and education
in these areas should be initiated by the regional librarian.
Replacement: practices that are being
observed are not well understood by selective depository libraries.
Libraries should be made aware of the efforts made in this area.
Reference: levels of service, hours of
service, expertise and availability of staff, and physical accessibilities
of documents need clarification. Types of services offered and fees
charged for certain services should be made known to the selective depository
libraries.
Acquisition: federal statutes do not permit regional
depository libraries to select acquisitions, with a few exceptions;
therefore, the regional must receive and retain all items offered for
depository distribution. Regional depositories are evaluated by GPO
according to completeness of their retrospective collections; however,
the priority of the retrospective acquisition by the Arizona regional
depository should be made clear to all depositories in the state.
Advising/consulting: regional depository responsibilities
in this area are poorly defined in existing guidelines. The ability
to respond to such demands from selective depository libraries varies
by circumstances and need. Selective depositories may not be aware of
the availability of such services nor the means to obtain them. The
regional should have contact with the selective depositories and offer
these services.
Desired Situation
- Open, active channels of communication will be established between
all Arizona depository libraries.
- Depository library operations will be more efficient, particularly
in the areas of interlibrary loan and the withdrawal and exchange
of materials.
- Depository library reference services throughout the state will
be more effective.
- Documentation of regional depository library policies and procedures
will facilitate continuity in operations and services as staffs change.
Goal
To Establish, Coordinate, And Disseminate The Policies And Procedures
Of The Regional Depository Library Regarding The Following Services To
Selective Depositories:
Collection Use And Circulation
Interlibrary Loan
Discards/Withdrawals
Replacement
Reference
Acquisition
Advising/Consulting
Objectives
- The regional depository shall establish formal, written policies
and procedures in areas outlined above where no policies currently exist.
- The regional depository library will distribute its policies and
procedures to selective depositories.
- The Arizona Depository Library Council (Section VI) will provide
opportunities and mechanisms for feedback in adjusting these policies and
procedures.
- The regional depository library will inform all other depository
libraries of changes in these policies and procedures.
Integration of Federal Documents with Other Library Services
Current Situation
The value of federal government publications as a
major public information source is underestimated by non-documents librarians,
staff and administrators throughout the state. Neglect of such a vast and
inexpensive resource is a disservice to Arizona library users. Lack of
documents knowledge and use in the library community is due at least in
part to insufficient awareness, interest, and expertise. This results in
a reticence to use existing bibliographic tools and retrieval systems,
inability to use these tools appropriately and to their maximum advantage,
and in the lack of adequate consideration of documents in statewide library
planning efforts and funding.
Desired Situation
- Use of federal depository collections in Arizona will increase.
- Depository library services to the public will improve as a result
of:
- open interaction between non-documents and documents
librarians and staff;
- increased awareness of and referrals to documents
access tools and services by non-documents staff;
- greater use of documents collection by non-documents
staff.
- Depository library collections and services within the state will
receive greater support by administrators and statewide library organizations
and planning committees. These collections will also be considered in plans
for statewide retrieval networks and general resource sharing.
Goal
To Effectively Integrate Government Publications References Services
with Other Public Services in Depository Libraries;
To Insure Consideration of Depository Collections and Services in Local
and Statewide Planning and Systems Development.
To Increase the Degree of Integration and Use of Federal Publications
by Improving Bibliographic Control and Access to Federal Publications.
Objectives
- Depository librarians will provide on-site training in the
use of documents bibliographic tools and retrieval systems and will work
toward integrating documents resources into general staff orientation and
training programs.
- Depository librarians will keep library administrators and
planning groups informed about the federal depository library program,
changes and developments in the program, and service responsibilities.
Each depository's legal obligation to provide free public access to federal
documents will be regularly emphasized to library administrators and planning
groups.
- Depository librarians will work more closely with other units
in their library and share technologies.
- Depository librarians will ideally maintain currency on the
literature relevant to new technologies and keep their library administrators
and planning groups informed of these new documents-related technologies.
Support Available to Non-Depository Libraries
Current Situation
There are no clear indicators of the levels of support
depository libraries provide to non-depository libraries in the areas of
reference service, interlibrary loan, public awareness and continuing education.
The United States Code (4) stipulates
that depository libraries must provide free access to their collections
and services to the general public. However, the definition of "general
public," especially in regard to institutional users, is left to each library.
As a result, depository library policies concerning services available
to other libraries (specifically in the areas of reference, interlibrary
loan, promoting public awareness of documents, and provision of opportunities
for continuing education for librarians) vary widely. To further complicate
the problem, some potential institutional users of depository collections
and services are not aware of the resources available to them.
Desired Situation
- Open, active channels of communication will be established
between depository and non-depository libraries throughout the state.
- Non-depository libraries will be informed of the major holdings
and current acquisitions of all Arizona depository libraries. Also, non-depository
libraries will be given the opportunity to participate in the withdrawal/discard
procedures of depository libraries.
- Non-depository libraries will be informed of the reference
and interlibrary loan services available to them from depository libraries.
- Non-depository libraries will be informed of the various techniques
and resources available for promoting use of document collections.
- Non-depository libraries will be provided opportunities for
continuing education in documents-related topics sponsored by the Arizona
State Library Association's Government Documents Round Table, the Arizona
Department of Library, Archives and Public Records, U.S. Government Printing
Office, Arizona depository libraries, and other professional library groups.
Goal
To Define the Levels and Means of Support Available to Non-Depository
Libraries in the Areas of Reference Service, Interlibrary Loan, Public
Awareness and Continuing Education.
Objectives
- Arizona depository libraries will document existing services available
to non-depository libraries in the areas outlined above.
- Depository libraries will gather information from non-depository
libraries with regard to their expectations and needs for services from
the depository libraries in these areas.
- Depository libraries will identify service priorities and unmet needs
of non-depository libraries and determine ways to improve depository services
to them.
- Depository libraries will make use of existing vehicles for communication
of policies, services and resources available to non-depository libraries
and investigate new avenues of communication.
- Depository libraries will publicize depository services and resources
to the non-depository library community.
Continuing Education for Depository Library Staff
Current Situation
Collections in depository libraries are underutilized.
Due to increasing complexities of government publications and their indexes
in print and non-print formats, continuing education will be needed for
documents reference staff. Efforts to provide continuing education opportunities
for documents staff interested in improving their knowledge of and/or skill
in working with federal government publications is an on-going need.
Desired Situation
- Staffs of depository library collections will have an in-depth knowledge
of the nature and scope of their collections.
- Reference assistance involving federal publications will be as prompt
and accurate as can reasonably be expected, given local constraints on
staffing, etc.
- Staff will have sufficient knowledge of their collections to make referrals to alternate sources, as appropriate.
- Arizona Council members will provide training opportunities and consulting
for their colleagues in their areas of expertise, as reasonable.
- The Arizona Council will encourage the staffs of depository library
collections to advance their knowledge of government publications. Exchange
of information among members of the Council is encouraged.
Goal
To Increase the Expertise and Referral Skills of Documents Reference
Staffs so that They Make Full and Effective Use of Resources Within Their
Collections and the State.
Objectives
- The Arizona Depository Library Council (Section Vl) will encourage
depository libraries throughout the state to survey the need among their
documents staff for training in documents reference and referral skills.
- The Arizona Depository Library Council will promote the development
of continuing education opportunities in documents librarianship among
depository libraries in Arizona by providing a forum in which the various
means of increasing such opportunities can be pursued. The Council will
also provide leadership in coordinating and publicizing such opportunities,
and in making them available at the widest possible range of locales.
- The Arizona Depository Library Council will also investigate additional
sources of assistance in developing continuing education opportunities
for all Arizona librarians interested in increasing their documents reference
skills.
- The Council will encourage participation in documents-related organizations
at the local, state, regional, and national level.
- The Council will encourage research and publication relevant to documents
librarians.
- The Council will seek to identify sources of funding to support documents-related
activities and programs.
Evaluation of Depository Library Collections and Services.
Current Situation
Information on public and institutional use of depository
collections and services is lacking. In order to evaluate the effectiveness
of depository libraries in fulfilling their statutory responsibilities
to provide resources and services to users, there must be a standard means
of measuring such collection and service use.
The following inconsistencies exist:
- The sole existing mechanism (i.e., the Biennial Survey) is inadequate.
GPO and the Depository Library Council are currently examining ways to
improve the Survey and to identify additional areas for which statistics
would be useful.
- Each library has different procedures for gathering and reporting
statistics as well as various requirements imposed by outside agencies.
For some Arizona depository collections, statistics may not be available
at all.
- In the past, there has been no means whatever for gathering or reporting
data on the type and volume of transactions conducted between Arizona depository
libraries.
Desired Situation
- Arizona Depositories forward to the Regional Depository on a periodic
basis the following reports:
- Annual departmental report;
- Collection policy statements and statistics policy
statements (if any are available);
- GPO Biennial Survey.
It is the responsibility of the Statistics Committee
members to notify and remind Depository librarians directly and at each
Arizona Council meeting, that each Depository ought to comply with this
requirement. The Regional Depository will keep files of these reports to
be used for comparative analysis as needed by the Arizona Council, the
Statistics Committee, or anyone interested in doing such work.
- Develop voluntary use standards and collection standards. Recommend
a time frame to collect statistics.
- Monitor GPO Depository Library Council, American Library Association/
GODORT and other appropriate organizations' activities and requirements
in the area of statistics gathering and reporting.
- Compile and distribute resulting data on a regular schedule. Maintain
data files for future use and for trend analysis, etc.
Goal
To Gather and Maintain Files of Information on Public and Institutional
Use of Depository Collections and Services.
Objectives
- Undertake a feasibility study to determine what kinds of information
are currently being gathered, and identify what can be done to improve
or increase the availability of needed information.
- Standardize procedures for gathering needed data, as well as types
and format of data collected. Establish procedures for reporting transactions
among Arizona depository libraries.
- Establish a minimum reporting requirement for depository libraries
in Arizona.
- Monitor GPO, Depository Library Council, American Library Association/
GODORT, and other appropriate organizations activities and requirements
in the area of statistics gathering and reporting.
- Compile and distribute resulting data on a regular schedule. Maintain
data files for future use and for trend analysis, etc.
The Arizona Depository Library Council
Current Situation
Effective channels for discussing interests, needs
and problems specific to depository libraries within the state have never
been established. Many factors have contributed to this situation, including
geographic distribution of depository libraries and variation in the sizes
and types of depository collections within these libraries. The need for
such a forum is illustrated by the variety and nature of issues addressed
in this plan.
Desired Situation
A depository library forum, consisting of the designated
responsible depository librarians and other interested parties within the
state, will meet on a regular basis to discuss documents issues and to
recommend actions to resolve such concerns.
Goal
To Provide Depository Librarians Both Opportunity
and Encouragement for Implementing this Plan and Facilitating Future Communication
and Problem Solving Through the Formation and Operation of the "Arizona
Depository Library Council."
Objectives
- To convene the Arizona Depository Library Council, comprised of representatives
from the federal depository libraries in Arizona and others committed to
accomplishing the objectives of this plan.
- The Arizona Depository Library Council will:
- formulate its own membership and operating rules;
- establish a formal agenda of concerns to be addressed
and a timetable in which to address them;
- adopt, as its primary mission, the implementation
of this plan. The Council will also establish criteria for evaluating the
objectives of this plan and make revisions as needed;
- use whatever means considered appropriate to facilitate
communication and cooperation among Arizona depository libraries with the
overall goal of enhancing access to depository library collections and
improving depository library services for all citizens of the state.
Endnotes
- 44
U.S.C. 1912.
- Guidelines
for the Depository Library Program (Washington, D.C.: Government
Printing Office, revised 1987, 1996). See also: FDLP Handbook
- Instructions
to Depository Libraries (Washington, D.C: Government Printing
Office, revised 2000).
- 44
U.S.C. 1911.
Appendix A: Map of Federal Depository Libraries in Arizona
Appendix B: List and Description of
Arizona's Federal Depository Libraries
0022B Apache Junction Public Library
1177 North Idaho Road
Apache Junction, AZ 85219-2822
Phone: (480) 474-8555
Fax: (480) 983-4540
http://www.ajpl.org/
0022A Central Arizona College
Library
8470 North Overfield Road
Coolidge, AZ 85228-9779
Phone: (520) 426-4286
Fax: (520) 426-4284
http://www.centralaz.edu/Library/Library.htm
0024 Northern Arizona University
Cline Library
Building 28, Knoles Drive
Flagstaff, AZ 86011-6022
Phone: (928) 523-6805
Fax: (928) 523-3770
http://www6.nau.edu/library/info/refresources.cfm?subject=Government
Information
0025A City of Mesa Library
64 East 1st Street
Mesa, AZ 85201-6768
Phone: (480) 644-2207
Fax: (480) 644-2991
http://www.mesalibrary.org
REGIONAL
0022 Arizona State Library, Archives and Public Records
Law and Research Library Division
1700 West Washington Street, Suite 300
Phoenix, AZ 85007
Phone: 602.542.3701 or 800.228.4710 (Arizona only)
Phone as of July 1, 2007:
602.926.3870
Fax: 602.542.4400
Fax as of July 1, 2007:
602.256.7984
/is/feddocs/index.aspx
0026 Phoenix Public Library
1221 North Central Avenue
Phoenix, AZ 85004-1867
Phone: (602) 262-4636
Fax: (602)261-8751
http://www.phoenixpubliclibrary.org/
0027B Yavapai College
Library
1100 East Sheldon Street
Prescott, AZ 86301
Phone: (928) 776-2261
Fax: (928) 776-2275
http://www2.yc.edu/content/libraryservices/
0026A Arizona State University
Ross-Blakley Law Library
Lemon & McAllister Streets
Tempe, AZ 85287-7806
Phone: (480) 965-6144
Fax: (480) 965-4283
http://www.law.asu.edu/?id=8503
0025 Arizona State University
University Libraries
Tempe, AZ 85287-1006
Phone: (480) 965-3390
Fax: (480) 965-9308
http://lib.asu.edu/hayden/govdocs/
0027A Tucson-Pima Public Library
NOW: Pima County Public Library
101 North Stone Avenue
Tucson, AZ 85701
Phone: (520) 791-4393
Fax: (520) 791-2672
http://www.library.pima.gov/locations/main/
0023B University of Arizona
James E. Rogers College of Law Library
1201 East Speedway
Tucson, AZ 85721-0176
Phone: (520) 621-1413
Fax: (520) 621-3138
http://www.law.arizona.edu/library/
0023 University of Arizona
Main Library
1510 East University Boulevard
Tucson, AZ 85721-0055
Phone: (520) 621-6441
Fax: (520) 621-9733
http://dizzy.library.arizona.edu/library/teams/sst/pol/guide/govdocs.html
0025B Northland Pioneer College
Little Colorado Campus Library
1400 East 3rd Street
Winslow, AZ 86047-
Phone: (928) 289-6520
Fax: (928) 289-6521
http://www.npc.edu/library/
0027 Arizona Western College
Academic Library
2020 South Avenue 8E
Yuma, AZ 85365-
Phone: (928) 344-7777
Fax: (928) 344-7751
http://www.azwestern.edu/learning_services/academic_library/
Appendix C:
Charter and Bylaws of the
Arizona Depository
Library Council
(unavailable at this time)
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Updated: 03/02/2009
