Disposition Guidelines
Home Page Administration Page County Index University of Florida Documents Department Site Map Search Page

REVISED GUIDELINES FOR DISPOSITION OF DEPOSITORY DOCUMENTS

THIS PAGE IS NO LONGER BEING MAINTAINED. FOR THE MOST CURRENT INFORMATION, PLEASE CLICK ON THIS LINK

General Rules
Paper and Electronic Dispositions
Microfiche Dispositions

These guidelines are based on the Instructions to Depository Libraries, Revised 2000, (here after Instructions) and on discussions with GPO staff members. They are to be used for disposition of depository material as described in Chapter 4 of the Instructions. Please see the List of Superseded Depository Documents for material that may be disposed of by all Libraries. Chapter 4 of the Instructions should also be consulted for microcopy substitution of depository material and Chapter 1 for instructions on termination of depository status.

These new guidelines represent a significant revision of our earlier disposition guidelines and should be thoroughly reviewed by all libraries before disposing of any depository documents. The biggest change concerns microfiche and is designed to make the disposition of this material easier and more efficient for everyone involved. It should be stressed that we have been given permission to try this new policy on a trial basis by GPO and any misapplication of this policy will result in the immediate rescission of these new procedures.

General Rules for Discarding Depository Documents

NO DEPOSITORY MATERIAL MAY BE DISCARDED UNTIL PERMISSION IS RECEIVED FROM THE REGIONAL.

You may request that libraries respond to your lists within a specified number of days, but the Regional is not bound by those limits. Libraries may not dispose of any documents until permission has been received from the Regional.

The Regional has priority for all documents offered on any disposition list and no documents may be sent to any other library until permission has been received from the Regional.

The Regional attempts to respond to all lists within a month of receipt and in most cases the response time is much shorter. If we have not responded to your list within a month, please contact us to verify that we have received your list.

If the depository library wants to submit their discard lists to the Regional on computer diskette or via the internet (email), this is permissible.

Guidelines for the Disposition of Paper and Electronic Products

  1. All depository receipts are to be held for at least five years before requesting permission from the Regional to dispose of them. The five years is to be measured from the date of receipt, not the date covered or date published. Documents received on discontinued items (by you or GPO) are subject to the same five year retention requirement. A selective depository is not required to dispose of documents, it is an option they have if served by a Regional.
  2. When disposition is desired by the selective depository, a detailed list of publications to be withdrawn should be submitted to the Regional. It is no longer necessary to send a copy of the list to the Superintendent of Documents. The list should contain the Superintendent of Documents classification number, the series title or specific title if a separate (such as titles in General Publications series, etc.), and the holdings. Note: It is no longer necessary to include Item Numbers on your disposition lists
    1. Numbered series or annuals must show the numbers or years available for each. If the numbers or years are shown inclusively, please note exceptions. If the numbers are complicated or in parts, please list them individually in the holdings (ex. Geological Survey Bulletins, EPA series).
    2. Separates such as Bibliographies; General Publications; Handbooks, Manuals and Guides; etc.; must be listed separately with specific titles given. Otherwise, it would be impossible to ascertain which titles were needed for the Regional collection. Publication dates are helpful if they can be supplied.
    3. Congressional hearings and prints should include the Congress and Session to expedite our checking here since they are shelved that way in the Regional collection.

    4. It is no longer necessary to limit your lists to 5 pages. We will accept longer lists, but cannot guarantee the response time will be as quick.

  3. The list should be circulated to other depositories in the Region (Florida, Puerto Rico and the Virgin Islands), then to other library or educational institutions in your area. If all copies of the list are circulated at once, the requests should be filled on a priority basis -- Regional, other depositories in order received, and other institutions in order received. You might prefer mailing at different times, deleting from the list those items selected by priority libraries.
  4. Failing to find a recipient after a reasonable effort, the documents may be disposed of in any appropriate manner. If they are sold as second-hand books or waste paper, the proceeds must be sent to the Superintendent of Documents with a letter of explanation. Publications of a significant nature can be sent for inclusion in the national Needs and Offers List.
Guidelines for the Disposition of Microfiche Documents
  1. All microfiche depository receipts are to be held for at least five years before they may be discarded. The five years is to be measured from the date of receipt, not the date covered or date published. Documents received on discontinued items (by you or GPO) are subject to the same five year retention requirement.
  2. Selective depositories within our region may discard MICROFICHE copies of depository documents after they have been retained for 5 years without offering them on disposition lists.
  3. Selective depositories discarding large runs or sets of microfiche documents, such as DOE microfiche or USGS Open File Reports, must receive permission from the Regional before discarding. The Regional reserves the right to require selectives to prepare disposition lists for this or any other type of material.
  4. The Regional should be contacted immediately if there is any question whether material should be offered on a disposition list. This may be done by telephone or other informal means
In return,
  1. The Regional will continue to supply all libraries within our region with microfiche copies of microfiche depository documents at no charge.
  2. The Regional will supply selective depositories in our region with claim copies of microfiche depository documents whenever possible.
  3. The Regional will continue to obtain replacement copies of missing microfiche as needed.
Selective depositories must continue to prepare disposition lists for paper and electronic depository documents as directed in these guidelines.

Home Page Administration Page County Index University of Florida Documents Department Site Map Search Page

Send suggestions and comments to the library web manager.
© 1999 - 2011 University of Florida George A. Smathers Libraries.
All rights reserved.

Terms of Use for Electronic Resources and Copyright Information and Disclaimer Statement
This page uses Google Analytics - (Google Privacy Policy)

Last Update 2/08/2011

University of Florida Homepage