Disposition of Federal Documents Using the ASERL Disposition Database

This library is a Congressionally designated depository for U.S. Government documents. Public access to to the government documents collection is guarenteed by public law (Title 44, United States Code)

The Disposition Database can be found HERE

A LibGuide explaining how to use the Disposition Database can be found HERE

Disposition Procedures 1. Content of Disposition Lists
Depository Libraries in the Southeast Region wishing to discard tangible documents must prepare a Disposition List containing the following information:

I. SuDoc Number (or SuDoc Stem, if multiple items);

II. Title (or Series Title, if multiple items)

III. Date (or Date Range, if multiple items)

IV. Superseded Status, only if superseded

V. Format; and

VI. Condition

Example 1:A 13.36/2-6:R 10-RG-125 Tongass National Forest: Juneau area trails guide. 2000. 19
19 This is a sample disposition record for a single item. Note that the blue globe signifies that the item is a map. The green

Example 2:AE 2.109: Weekly Compilation of Presidential Documents. January 07, 1991 [through] October 30, 2000. 20 S

A Disposition List can be posted by completing a web form for each item or including multiple entries in a spreadsheet and uploading the spreadsheet to the Disposition List area in the ASERL Documents Disposition Database described in Section VI.2 below.

The database will automatically collect and display the contact information (Name, E-Mail Address, Phone Number, and Institution).

An entry in the ASERL Documents Disposition Database may be for a single item or for multiple items from the same SuDoc Stem. Requesting libraries are not required to take all items from a multi-item entry, though preference may be given to a library seeking an entire group or series of documents. The requesting library should contact the disposing library to identify the specific publications that are sought from a multi-item entry. If a library requests one or more items from a multi-item listing, the disposing library should update the comment field to reflect which items are no longer available.

Disposition lists will be posted to a shared online application, the ASERL Documents Disposition Database for 45 days. For the first 15 days, only the Centers of Excellence will be able to request items. During the next 15 days, both Centers of Excellence and Regional Depository Libraries in the Southeast Region will be able to request items that continue to be available. For the final 15 days, all Depository Libraries in the Southeast Region will be able to request items that continue to be available.22
After 45 days, the offering library may discard any items not requested by another library within the Southeast Region, unless the items are rare or likely to be of significant interest beyond the region and therefore should be included in the national Needs and Offers List maintained by the Superintendent of Documents

Legislative Requirements

The statute governing retention and disposition of print and other tangible materials distributed to selective depository libraries is 44 U.S.C. 1912, which states:
The libraries designated as regional depositories may permit depository libraries, within the areas served by them, to dispose of Government publications which they have retained for five years after first offering them to other depository libraries within their area, then to other libraries.  The five years is to be measured from the date of receipt, regardless of the date covered or date published.

These retention requirements only apply to materials distributed by the Superintendent of Documents as part of the Federal Depository Library Program, including discards obtained from other Federal Depository Libraries and publications held under selective housing agreements.  These materials remain Federal property, on deposit with the holding library. The retention requirements do not apply to Federal documents obtained from other sources, such as direct distribution from a Federal agency or purchase from the GPO Sales Program, nor do they apply to superseded items.

Selective depository library collections are primarily managed to meet institutional and local community needs, which are usually considered to be those of individuals and institutions in the U.S. Congressional District. However, statewide and Southeast Region needs should also be considered when making retention and disposition decisions.

Selective depository libraries are not required to dispose of documents. It is an optional part of their collection management.

For a detailed explanation of the Disposition Process see section VI of:

THE SOUTHEAST REGION GUIDELINES FOR MANAGEMENT AND DISPOSITION OF FEDERAL DEPOSITORY LIBRARY COLLECTIONS