COLLECTION MANAGEMENT GUIDELINES – GOVERNMENT DOCUMENTS


  1. Introduction
  2. United States Federal Depository
  3. European Union Depository

  1. INTRODUCTION
    The University of Arkansas at Little Rock Ottenheimer Library has been a member of the Federal Depository Library Program since 1973. In 1974, the library became the only European Union depository in Arkansas.


  2. UNITED STATES FEDERAL DEPOSITORY
    The federal documents collection serves the needs of the students, faculty, staff and community researchers in the 2nd U.S. Congressional District of Arkansas with the support of Regional Depository at the Arkansas State Library, the Arkansas Supreme Court Library, and the UALR Pulaski County Law Library.

      • Selection Responsibility
        Item selection is guided by the needs of the UALR faculty, staff, and students and interests of the surrounding community. The percentage of items selected is influenced by the presence of several other depositories, including a regional collection, in the community. While formal cooperative collection management agreements have not been established, duplication of low use items is avoided by comparing item selections of the neighboring depositories.

     

      • Subject Areas and Collection Arrangement
        The print federal documents collection is arranged by the Superintendent of Documents classification system. In addition, the collection is fully catalogued in the library’s online system. Holdings are also included in OCLC and the OCLC Union List of Periodicals. Several key titles have been reclassified into the Library of Congress system and are shelved in the reference collection. The topographic maps of Arkansas are stored in Special Collections.

        The collection focuses on business, government, education, international topics, and the social sciences in general. Science and technology holdings are not as strong. Legal, medical, and agricultural materials are rarely acquired. Reference sources are purchased to supplement the collections when appropriate. In general, technical reports series are not selected. Very few maps are selected.

    Preferred categories of documents include:
    • Annual reports of agencies;
    • Statistical compilations;
    • Comprehensive bibliographies;
    • Periodicals;
    • Significant monographs (books);
    • Significant series;
    • Congressional publications.

     

      • Format
        Paper is the preferred format for heavily used monographs (books) and serials. CD-ROMs and DVDs may be selected if the data is packaged with a search engine or is compatible with commercial software like Adobe Acrobat. Microform is selected for very technical works or voluminous series, unless user needs make paper more desirable. Indexes are selected in electronic format if offered on the Web via FDsys or agency homepages.
        For selected titles, the library has chosen to take advantage of the Electronic Substitution Policy offered by the Government Printing Office (GPO). Titles that are rarely used or superseded frequently, and also offered via FDsys, are accessed online rather than selected in print format.

     

      • Collection Evaluation
        The Depository Coordinator is primarily responsible for selection of materials. Input from the other librarians, and library users, is considered when making decisions. Item selections are revised annually drawing on expressed needs from the user community and the addition/revision of academic programs. Individual documents of interest are added during the year by means of purchase, gifts, exchange, and requests to federal agencies and congressional offices.

     

      • Collection Maintenance
        Missing/lost documents are replaced by purchasing a new copy from the GPO sales department or the issuing agency, if possible. Regional and national “Needs and Offers” lists are also scanned for desirable materials. If these avenues are unproductive, popular materials and periodical issues are borrowed through interlibrary loan and photocopied.
        Superseded documents are regularly withdrawn under the guidance of the latest Superseded List, Administrative Notes Tech Supplement, and instructions from the GPO.
        Older material, which is no longer desirable in the collection, is withdrawn and discarded in accordance with the procedures in the Federal Depository Library Manual and Instructions to Depository Libraries.
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  4. EUROPEAN UNION DEPOSITORY
    In 2009, the library chose to become a partial depository for European Union documents. Materials selected focus on education, international relations, human rights, social concerns, and employment.


    • Selection Responsibility
      Item selection is guided by the needs of the UALR faculty, staff, and students and general interests of the state of Arkansas. UALR is the only European Union depository in the state.
    • Subject Areas and Collection Arrangement
      Materials selected focus on education, international relations, human rights, social concerns, and employment. The collection has been interfiled with various library collections. The monographic collection is arranged using the Library of Congress Subject Headings and shelved with the circulating materials. The serials are shelved by title with the other serials the library receives in hard copy.
    • Format
      Electronic materials are linked through the online catalog. A growing number of online publications are being added to the online catalog in place of print copies. When possible, serials are selected in electronic form. Legislative publications are now only available online.
    • Collection Evaluation
      The Depository Coordinator is primarily responsible for selection of materials. Input from the other librarians, and university faculty, is considered when making decisions. Topical category selections are revised annually drawing on expressed needs from the user community and the addition/revision of academic programs.
    • Collection Maintenance
      Weeding is strongly discouraged by the European Union Delegation Office in Washington, D.C., because there are fewer than 50 depositories in the United States and very poor historical electronic access to publications. Most weeding is done when it is possible to replace the item with the electronic version. Other weeding is based on the poor physical condition of the item in question.


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Created 1997
Revised 2002
Revised September 2012