All government documents must be held for 5 years before discarding except for the following, which may be discarded immediately:
Materials, other than those listed above, must be offered to other depository libraries as follows before they may be discarded. Send the list to:
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.
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 numbers are entered in upper case letters, with spaces between letters and numbers unless there is punctuation between them
If no SuDocs number, put at end of the listTitles
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.
Serial title or class entry shall be used whenever possible. MJW will usually leave notes for these titles.
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:
vols. 5-8 (some issues missing)
Sample class entry:
If more than one format, list the issues for each format separately:
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
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. .
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
CD - CD-ROM
FL - floppy disk
Add notes if:
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.
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:
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.
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.
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 Acquisition Statistics