As the Regional Depository in Kentucky, the University of Kentucky's Federal Depository Processing unit in Young Library is responsible for managing the exchange of unwanted Federal Depository publications in our state. Therefore, we have created two options for the other 19 Selective Depositories to make use of as they weed their collections:
The Needs List may be checked by a depository that is beginning to weed its 5-year old collection to see if any of the items eligible for weeding are needed by the Regional Depository. If they appear on the Needs List, the pieces may be sent directly to the Regional at the address below without listing them on an exchange list. Please insert a note in each box indicating that these materials were on our Needs List, include your depository's name on the note, and write "Needs List" on the outside of the box/envelope. The offering library is responsible for all shipping expenses.
All other weeded materials should be listed as described in the instructions below.
Each Federal Selective Depository in Kentucky may send us a paper copy of one list (maximum of 25 pages) of publications it wishes to discard or exchange every three months. This will allow us to give all depositories a chance to do some weeding on a regular basis. In the past, we have found it difficult to get to all of the lists we receive in a timely manner when several depositories are sending lists to us several times a month.
Please send your list, marked on the outside of the envelope as "Exchange List," to:
Regional Depository Librarian
Room 2-21A, #18, Young Library
University of Kentucky
Lexington, KY 40506-0456
in the following format:
Please do not reduce pages or font size to try to get more titles on an 8 1/2" x 11" sheet. We prefer nothing smaller than 12-point font. Anything smaller makes the lists too difficult to read, therefore defeating our efforts to speed up the processing of these lists. In fact, we would recommend that everyone use the form created by the Kentucky Department for Libraries and Archives to produce a paper copy of your lists.
We would also like to ask for your cooperation in submitting the lists in a uniform format that we can process quickly. All exchange lists must provide the following information in SuDoc number order (organized as whole numbers, not decimals).
In the first column, put the Superintendent of Documents classification number as it appears in the Catalog of U.S. Government Publications, i.e., corrected and consistent with the time period in which it was classified. For example, HEW serials that went through several class changes should be listed with the class number that applies to the issues being offered, not the earliest or most current number.
In the second column, put the full title and, optionally, the publishing agency (for which acronyms are ok). Put the date in the third column, even if you have to use the date of receipt from your depository stamp rather than the publication date.
If the item is a serial, list exact holdings being offered with dates; if a monograph, date of publication. Please list each issue of a serial on separate lines unless you are offering a bound volume (please indicate that a volume is bound--that may affect our request). Don't forget to include the DATE!
List different formats and duplicates or gifts separately.
Do NOT include superseded material unless the "Superseded List" from GPO indicates Regionals should retain or you are discarding the last, most recent copy of a superseded title. (See more details on this below.)
If the above information is not included in correct SuDoc number order, or dates are not present,we will have to return the list to you for further editing. Having to check lists that have incomplete data or that are not in SuDoc number order simply lengthens the process for everyone who has sent us a list during that month. We will send you an e-mail confirming receipt of your list, indicating if we have any questions about it or need to have you edit it.
We would also like to remind you that you must retain all depository publications for five years from the date of receipt, not from the date of publication, so please do not list materials that do not meet this criterion unless they are gifts or duplicates. To make this easier at both ends, please do not list any materials received in a given year, e.g., 1995, until December of the fifth year after receipt. In the case of 1995, this would be Dec., 2000. This will ensure that all publications received in 1995 have been held for the full five years.
While GPO only requires you to send us a list of depository publications, we would be happy to see lists of duplicates or unselected titles that you do not want so that we can fill gaps in our collection per the Superintendent's instructions to Regionals (see Section 2 of the Instructions, GP 3.26: D44/984). However, if you list such material, please list it separately from depository titles, and mark your list to reflect its non-depository status so that we will not evaluate those titles for disposal permission, i.e., checking to see if all publications are well over five years old and if we feel any of the titles can be discarded without compromising access to information in your Congressional district. Due to the heavy volume of weeding in the state, we will only be able to check lists of duplicates after we have completed all depository exchange lists submitted during that quarter.
The only exceptions to the guidelines above are those titles that appear in the List of Superseded Depository Documents. In fact, as we indicated above, we would prefer that you not list superseded titles in general (see #5 above).
However, there are two exceptions to this "superseded" guideline:
Since we may have discarded these materials before this decision to keep the title was made, we would like for you to include these titles on your exchange lists so that we can rebuild these backfiles, if necessary.
Please be sure to send us your list first, before you mail it to the other depositories in Kentucky. There are two reasons for this:
Our mailing address can be found on the Regional Depository Services page. Please remember to write "Exchange List" on the outside of the envelope/box. We will acknowledge receipt of your list via e-mail. If you have not received an acknowledgement from us within two weeks, please call to make sure we received your list.
We will then check your list against our collection and let you know what we need. You should then pull this material and mail it to us at your expense in a box/envelope labeled as "Exchange List" on the outside. Even if we can't unpack your shipment the day it arrives, we will acknowledge receipt of the shipment via e-mail. However, you will still need to hold on to all pieces until you get our final confirmation that we got what we requested.
Once you have sent us the material we requested and have received a response from us confirming that we have received the correct items, you should edit what we requested out of your list. You should then mail or e-mail your edited list to all other Federal Selective Depositories in Kentucky unless a library has specifically requested not to receive your exchange lists. If you want to put a response deadline on your list after you have heard from us, please allow at least one month for responses since there may be more than one exchange list being mailed in the state at the same time. The offering library is responsible for all shipping expenses.
Although checking your lists is a number one priority for one of our staff members, we often receive several lists at the same time, so please be patient! If you have an extenuating circumstance that you would like for us to consider when checking your list, please let us know. Otherwise, the lists will be checked in the same order that they arrive in our library. If it will take us more than two months to get to your list, we will let you know.
Finally, please remember that you may not discard or re-distribute anything until we have responded to your exchange list and acknowledged receipt of the material we requested. We will send you a specific letter or e-mail message confirming that we received the pieces that we requested. You may not discard or re-distribute anything on your list until you have received this communication from us.
Here is a brief synopsis of one depository's procedure:
Send list to:
in an envelope labeled as "Exchange List" on the outside. Let the Regional know if you have not received confirmation of receipt within two weeks.
If you have questions, please call Sandra McAninch, Regional Depository Librarian, at (859) 257-0500, ext. 2141, or send an e-mail to mcaninch@uky.edu.
If the Regional requests items from our exchange list, send them as soon as possible in a box/envelope labeled "Exchange List" on the outside, cross off the items from our exchange list, then wait for the second letter/email from the Regional confirming receipt of the correct items before offering the remaining items to the other Selectives.
After the Regional releases our list, send the exchange list out via the mail or as an attached Word file in an e-mail message to those Selectives that are able to receive it in such a format. See Phil Yannarella's inventory of library software at each Selective Depository. You may use kyselect@lsv.uky.edu to distribute your list.
If you have any other problems or questions about your exchange lists, please review Section 2 of the Instructions or contact us at (859) 257-0500, ext. 2141 or mcaninch@uky.edu.