Selective federal depository libraries in North Dakota may withdraw depository materials from their collections after the materials have been held for five years, and after receiving permission from the Joint Regional Depository Libraries (the University of North Dakota Chester Fritz Library and the North Dakota State University Library). Except for the publications listed below, Government Printing Office rules require that all publications be retained for five years from the date of receipt. For discard purposes, the date of receipt must be marked on each publication. There is no requirement that libraries withdraw any publications.

The Joint Regional Depository Libaries are authorized to grant permission to selective depository libraries in North Dakota to dispose of federal publications. Lists of unwanted publications must be submitted to the Joint Regional, where they are checked for needed items in order to maintain as complete a collection as possible of federal publications in the State for the use of the citizens of North Dakota.

These instructions have been drafted for the use of depository libraries in complying with the provisions of the law and the requirements of the Superintendent of Documents, based on Instructions to Depository Libraries (Revised 2000) and a memorandum from the Chief of Depository Services, United States Government Printing Office, dated April 7, 1995. These instructions apply to all publication formats and to all North Dakota selective depository libraries except for the North Dakota Supreme Court Library.

Don’t hesitate to contact either/both of the Joint Regional librarians if you have any questions!

What should (or should not) be listed?

Publications may be discarded immediately and do not have to be listed if they have been superseded according to the Superseded List (if you aren’t sure about an item, check with one of the Joint Regional librarians).

Publications do not have to be held for five years if they:
• were received outside of the depository system (gifts, purchases, etc);
• are duplicate copies; or
• are non-selected depository publications received in GPO shipments.
They should be listed (but aren’t required to be) as another library may have a need for them; indicate the reason for discard (duplicate, non-depository, non selected).

Publications may be discarded before five years retention but must be listed if:
• they have been replaced by microfiche, a commercial reprint, or another tangible republication; or
• electronic versions have been substituted for tangible publications following GPO guidelines.
Indicate that they have been replaced.

Microfiche may be discarded after five years retention without providing a list to the Joint Regional. However, please inform the Joint Regional if you’re discarding large collections or long runs of serials on microfiche. A short description is adequate (for example, “all Senate reports from 1995″).

Publications on a needs lists (see UND Chester Fritz Library and NDSU Library) may be sent to the library without checking in advance; however, don’t send any documents not on their needs lists to UND or NDSU unless requested to do so.

What information should be included on the list?

All publications received through the depository library program in paper or tangible electronic format (floppy disk, CD-ROM, etc.) must be listed for the Joint Regional before discarding.

List your items in SuDoc classification number order (if known).

For monographs include:
• Superintendent of Documents classification number;
• First several words of the title;
• Date of publication;
• If retained for less than five years, the reason for discard.

For serials/series include:
• Superintendent of Documents classification number;
• Serial or series title;
• Numbers or volumes/numbers;
• Date range of publications;
• If retained for less than five years, the reason for discard.

What do I do with the list?

Send a copy of your list to each library of the Joint Regional Depository (e-mail is fine). The Joint Regional librarians will respond as promptly as possible letting you know what’s needed and authorizing the disposal of the remaining publications. The needs of the Joint Regional Depository Libraries have precedence over those of other libraries, so don’t dispose of anything until you hear from both UND and NDSU. Send lists to:

Then what?

1. Remaining publications should be offered to other North Dakota depository libraries. You may distribute your list by e-mail (all North Dakota depository librarians have e-mail addresses and are included on the GOVDOC-ND e-mail list) or NDSU can post it on their Offers web page.
2. Remaining publications may be submitted to the national Needs and Offers List.
3. Discarded publications not wanted by another depository library may be offered to any non-depository public library or educational institution; make sure they understand that these publications cannot be sold.
4. Any remaining publications may be destroyed, recycled, or sold. If sold, the proceeds must be sent to the Superintendent of Documents, together with a letter of explanation; depository documents remain the property of the federal government and libraries are not allowed to obtain any profit from them.

When requesting publications from another library…

• Clearly indicate needed items.
• Make requests promptly as items will be held for a limited time.
• Reimburse postage if requested to do so.