As the Regional Depository in Kentucky, the University of Kentucky's Federal Depository 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
Please be sure to follow the guidelines below when deciding what to offer and in creating your list.
Please do not reduce page margins, headers/footers, 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. Your lists should have at least 1" margins and headers/footers. Be sure to include a running header or footer on each page that includes your institution's name (acronyms are fine), the list number/date and a page number. The first page of your list should also indicate the format of the material that you are offering to us.
While GPO only requires you to send us a list of depository publications, we would be happy to check for 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. However, if you list such material, please mark your list to reflect their non-depository status so that we will not evaluate those titles for disposal permission (Are all publications over five years old? Are they titles we feel can be discarded without compromising access to information in your Congressional district? Is there a valid electronic equivalent?).
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 either GPO's online catalog or the printed Monthly 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. Be sure to check for incorrect SuDoc numbers in "z" subfields of the 086 fieldÑuse the corrected SuDoc number that is in the "a" subfield.
In the second column, put the full title, the publishing agency (acronyms are ok), and date, even if you have to use the date of receipt from your depository stamp rather than the publication date.
When offering a serial, list exact holdings being offered with dates. Please list each issue of a serial on separate lines or with enough space before and after each issue number to allow us to clearly circle what we need. If you are offering a bound volume, If you are offering a bound volume, please indicate that a volume is boundÑthat may affect our request. Don't forget to include the DATE!
List different formats separately.
Annotate duplicates, electronic substitutions, or gifts clearly in list.
Do NOT list titles that appear on the Regional's "Needs List"; send this material directly to the Regional as described above.
Do NOT include superseded material unless the "Superseded List" from GPO or its update indicates Regionals should retain ("R" in the next-to-last column).
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. To make this easier at both ends, please do not list any materials received in a given year, e.g., 2003, until December of the fifth year after receipt. In the case of 2003, this would be Dec., 2008. This will ensure that all publications received in 2003 have been held for the full five years.
The only materials that are exceptions to this 5-year retention rule are gifts, electronic substitutions, or duplicates. If you are replacing a tangible copy with the electronic version, you only need to retain the tangible piece for one year before listing. You are not required to keep or list gifts or duplicates at all.
In addition, here are some new, additional exceptions to the guidelines above for listing depository material:
If you see that we have a record in our online catalog that includes a working GPO PURL, you may go ahead and discard that piece if it is more than 1 year old. This will require clicking on the PURL to confirm that what is on the screen is the same thing that you have in your hand. Please bear in mind that a record in our catalog does NOT guarantee that we have a tangible copy of that title. The piece may have been lost or may never have been received. If you feel that it is important that the Regional have a tangible copy of that title, then you should go ahead and list it.
If you see that we have a record in our online catalog for both formats (print and fiche) of a Congressional committee hearing/print (Y 4) or report/document (Y 1), you may go ahead and discard that piece if it is more than 5 years old. Please bear in mind that a record in our catalog does NOT guarantee that we have a tangible copy of that title. The piece may have been lost or may never have been received. This is especially true of committee prints and any Congressional title published prior to 1967 when we became a Regional. If you feel that it is important that the Regional have a tangible copy of that title, then you should go ahead and list it.
C. List Processing Sequence:
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/send e-mail to make sure we received your list.
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 one month to get started on your list, we will let you know.
Once it has arrived, we will 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. Be sure to include a copy of the list with the materials you are sending to us. 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 e-mail your edited list to all other Federal Selective Depositories in Kentucky. 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 distributed in the state at the same time. The offering library is responsible for all shipping expenses.
To reiterate, 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 an e-mail message confirming that we received the pieces that we requested and give you permission to re-distribute the rest. You may not discard or re-distribute anything on your list until you have received this communication from us.
Once all materials have been requested by other depositories in Kentucky or recycled, please report the number of pieces redistributed and/or recycled to the Regional Depository Librarian via e-mail. Remember, you may not sell any unwanted federal depository material. Depository material remains the property of the U. S. Government and may not be sold.
Here is a brief synopsis of a fictional depository's procedure:
[OPTIONAL STEPS] Before typing up our list, check all pieces that we want to discard in UK's online catalog. You are checking to see if any of the pieces can be:
a) replaced by an online version, i.e., UK's cataloging record has a working GPO PURL that takes you to an exact replica of the piece in your hand,
and piece is at least 1 year old, or
b) discarded immediately if piece is a Y 4 or Y 1 SuDoc number, and is at least 5 years old, because UK's catalog indicates that they have both
paper and fiche copies.
If either of these cases exist, do not list title for UK to check. We will recycle these pieces.
[REQUIRED STEPS] After verifying that pieces on our list are all at least 5 years old, are not superseded pieces (see B7 above), and do not appear on the Regional's "Needs List," send list to:
Regional Depository Librarian Rm. 2-21A, #18, Young Library University of Kentucky Lexington, KY 40506 0456
in an envelope labeled "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, the Regional Depository Librarian, at (859) 257-0500, ext. 2141, or send e-mail to mcaninch@uky.edu.
If the Regional requests items from our exchange list, send pieces and a copy of the list to the Regional as soon as possible in a box/envelope labeled "Exchange List" on the outside. Cross off the items sent to the Regional from our exchange list and then wait for the second e-mail 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 edited exchange list out as an attached Word file to an e-mail message. You may use kyselect@lsv.uky.edu to distribute our list.
Once all materials have been requested or recycled, report the number of pieces redistributed and/or recycled to Regional Depository Librarian via e-mail.
If you have any other problems or questions about your exchange lists, please review GPO's Federal Depository Library Handbook, or contact us at (859) 257-0500, ext. 2141, or mcaninch@uky.edu.