All government documents must be held for 5 years before discarding except for the following, which may be discarded immediately:
  • documents listed in the Superseded List (see attached file) or updates
  • any separates, slip opinions, slip laws, advance reports, preprints, etc., upon receipt of the bound volumes or cumulating issues of products.
  • reprints, provided the library has received the original edition.
  • any publication upon receipt of a revised edition or an edition which states it supersedes. A superseded edition can be discarded by the library, even though the library has since deselected the item number and does not possess the new edition.
  • pages from loose-leaf publications that are replaced by new pages.
  • transmittals, corrections, changes, errata, etc. to a basic text or manual, if we do have the basic text or manual.
  • lists and indexes of publications of various agencies upon receipt of complete new editions.
  • small spot lists, such as publication announcements, may be discarded 90 days after receipt
  • annual or biennial publications that merely revise information and bring it up to date, such as Index of Specifications and Standards, or Light Lists upon receipt of a new issue. This does not include annual reports of agencies and departments, or publications containing new data each year.
  • material that has an effective expiration date, such as calendars, announcement of seminars, workshops, grant applications, etc. may be discarded after expiration of the "event".
  • House Calendar. Retain the Monday issues, discarding other days of the week. Once the final issue of each session of congress is received, discard all issues for that congress.
  • issues of the Senate Calendar may be disposed of one year after the adjournment of the congress. It is not cumulative
  • Tangible products for which we are substituting online equivalents if the State Library gives us permission.
    • a selective depository may substitute materials if held more than one year and less than 5 years, but first must offer the tangible products to the regional, and must receive the Regional's permission to dispose of the tangible material
    • If permission to substitute is not granted, the selective must keep the tangible material but may apply at a later date for approval to dispose of the tangible products
    • If permission to substitute is granted, the tangible materials must be offered to the regional and other selectives through disposal lists, Needs and Offers, etc., as is the practice for materials older than 5 yea
Materials, other than those listed above, must be offered to other depository libraries as follows before they may be discarded. Send the list to:
  • New York State Library, Cindy Conway (, as an attachment. Wait 1 month (MF can be offered simultaneously. Then:
  • Lists of CDs/Floppy Disks can be sent to the Virtual CD-ROM/Floppy Disk Library at Indiana University. Contact as of 10/2015:
    CD Virtual Library
    c/o Emily Alford
    Herman B. Wells Library 264
    1320 E. 10th Street
    Bloomington, IN 47405
  • Technical reports list to TRAIL at CRL
  • National needs and offers website (copy and paste into form) and summary/highlight of the list contents to govdoc-l
Documents may be discarded 30 days after they appear on the national list.

When sending offers to claiming institutions, use "package media mail" (formerly "library rate") or "Book rate". If an invoice for postage has been requested, use the campus post office so that the amount of actual postage can be determined before mailing. Create an invoice using the blank Word Document in the Offers folder.

If no postage reimbursement is needed ($5.00 or less), place packages on outgoing mail counter.

Some libraries may provide a UPS account or Rapid ILL information for us to use rather than USPS.

Typing Lists

Lists are numbered sequentially by year with an extension that indicates the number of lists offered that year, e.g. 2000-1, 2000-2, 2001-1 etc. Files are at y:\govdocs\offers\

Documents are to be listed in SuDocs number order.
If there is no SuDocs number on the document, place the title at the end of the list.
If there is a SuDocs stem, but no "Cutter" (i.e. nothing after the : ), place the title at the beginning of the SuDocs stem entries

Each entry will contain the following information:
  • SuDocs number
  • Title
  • Volume/issue numbers, if appropriate
  • Year of publication
  • Format: P, MF, CD, VHS
  • Notes (e.g. brittle paper, issues bound together, etc.)
Sudocs Numbers
SuDocs numbers are entered in upper case letters, with spaces between letters and numbers unless there is punctuation between them
  • C 3.186:C 51 not C3.186: C51
SuDocs numbers are taken from:
  • font cover of piece
  • inside back cover of piece
  • catalog record (086 field)
  • Monthly Catalog
If no SuDocs number, put at end of the list

If only a SuDocs stem, put at the beginning of that stem in the list, e.g. HH 1.2: before HH 1.2:AF 2

Titles are taken from the catalog record (245 field) or title page; if no record or title page, from the cover. Microfiche titles are taken from the header.

Volume numbers
Use a serial or series title or class entry whenever possible.
Use only the SuDocs number stem. List issues as a range; always add (some issues missing) unless easily determined that no issues are missing.
Sample Serial entry:
S 1.3/5:
vols. 5-8 (some issues missing)
Sample class entry:
Y 4.AP
Appropriations Hearings
97th-99th congresses

If more than one format, list the issues for each format separately:
I 19.76: 
Open File Reports
MF 89-107, 90-1, 90-25
CD 96-67, 97-101

Multi-part monographs shall be entered similar to a serial title/class entry:
Y 4.AP 6/1:V 64/4/995/
House Committee on Appropriations
PTS. 1-8

Year of publication
Use year from title page/cover or catalog record (260 field). If not available, use year from possession stamp and put it in brackets e.g. [1986].

Year of publication may not be appropriate for class entries when each is a separate monograph (see open file report example, above)

P - paper
MF - microfiche
FL - floppy disk

Add notes if:
  • offering multiple issues of a serial that have been bound rather than individual issues
  • if oversize (include size)
  • if brittle, torn, fragile in anyway. When in doubt, ask.

Shelving materials 

Materials are shelved by list, format, then SuDocs number order in office if there is space. If space is not available, we use shelving on the 4th floor, East side of the building. Label each shelf with the list number.

Updating catalog records

Whenever possible, use Macro <F12> to create lists of records and update using Global update and Rapid update.
Bibliographic records with multiple item records for which we are withdrawing all volumes:
  • insert x note in item record: Offers list yyyy-# (global update)
  • change item record status to x withdrawn (rapid update)
  • change BOCDE3 on bib record to n suppression (rapid update)
Multi-volume titles for which we are not withdrawing all volumes:
  • insert x note: List yyyy-# (global update)
  • change ICODE2 in item record to n (suppresses item record from public view) (rapid update)
  • do not suppress the bib record
Records for documents withdrawn from Cooley or from Case Journals, LC or Dewey classed collections should already be suppressed and withdrawn. Manually add offers list info.

Discarding documents

Documents may be discarded 30 days after appearing on the national needs & offers list.

Count the number of paper documents, CD-ROMs, maps, and the number of fiche (not the number of fiche envelopes). Do not count titles being withdrawn from non-government documents collections (main, smain, per, sper, etc.

Add these numbers to the discard list on the clipboard on the Coordinator’s desk.

Updating Acquisition Statistics
Acquisitions tracks statistics for non-SuDocs classed collections. The acquisitions coordinator needs stats by call number, and needs to know if an entire periodical run is being withdrawn (or if some volumes are being retained). Records for documents withdrawn from Cooley or from Case Journals, LC or Dewey classed collections should have already passed through the Acquisitions Coordinator and been suppressed. Simply add the x note with the offers list file name.

Updating OCLC holdings

Inform the Serials Coordinator and [Digital Resources] librarian when the full run of a cataloged government serial has been weeded from Case Journals or Cooley Journals (provide the title and the OCLC number from our Mondo record). S/he will update them and remove our symbol from the OCLC record.
Subpages (1): Substituting/Superseding
Mary-Jane Walsh,
Nov 24, 2015, 1:20 PM