Uncle Sam 
Government Publications Department
Tennessee Regional Depository

I. INTRODUCTION

Selective U.S. depository libraries served by a regional may withdraw depository publications which are no longer needed and which have been held for at least five years from the date of receipt. Withdrawal of depository publications by depository libraries in Tennessee must be according to these guidelines and procedures which are designed to insure that legal requirements are met, that valuable information is not lost and that publications to be withdrawn are handled in the most efficient manner for all libraries. These procedures are based on Instructions to Depository Libraries, 1992 and a Memorandum to Regional Librarians from the Chief of Depository Services, Library Program Services, Government Printing Office dated April 7, 1995. [Excerpts from the Memorandum, Appendix II]

The above mentioned Memorandum has direct implications for most states. However, Tennessee has not withdrawn even once completely through all department and agency receipts. We are still building our retrospective collections. All other states basically completed this process long ago and have retrospective collections. Having a complete retrospective collection allows regionals to have "Needs" lists which can be checked by libraries wishing to withdraw rather than requiring a selective library to prepare a list. There may be instances where the Tennessee regional can give permission to discard without a list. Notify the regional if the library has a large set of material to withdraw. It is possible the regional may already have the material and a list may not have to be submitted. Also notify the regional if the library has large amounts of microfiche to be discarded. Microfiche may not have to be listed.

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Tennessee is the last state to have a regional depository (1989). At that time, shared archival holdings agreements were entered into. ( See Tennessee Depository Flyer No. 1, August, 1990) Appendix I is a list of Departments and Agencies of the federal government which are held by the shared holdings libraries.

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1. Except for those which are exempt, all publications must be retained for five years from the date of receipt. "Exempt" publications are those listed in the Superseded List: U.S. Documents that May Be Discarded by Depository Libraries, Annotated for Retention by Regional Depositories (Rev. 1996).

[Guidelines for substitutions for depository materials are found in Chapter 11 of the Instructions to Depository Libraries. The original depository copies can be offered for discard before the five year retention period and must be offered to the regional. The substitute copies will then be treated as depository materials and will be subject to the same rules that govern the care and treatment of other depository materials.]

2. Withdrawing libraries prepare a list of the publications to discard in SuDoc number order. Include the library name and date on each page. The receiving library may request an estimate for the number of volumes to be withdrawn or a linear measurement, and approximate dates, and format if other than paper. Indicate format if other than paper. (i.e. pamphlet, cd's, oversize).

A. For monographs and cuttered series, the description should include the SuDocs number and brief title.
Example: TD 8.8:P75/7 Manual of Model Police Traffic...

B. For numbered series, the description should include the SuDocs stem and series title, beginning and ending numbers with "some missing" note if appropriate.
Example: L 2.3:1684 - 2210 (1971-1981)

C. For serials, the description should include the SuDocs stem number and title, years or volumes and a "some missing" note if appropriate.
Example: A 106.17: Family Economics Review 1969-1990

3. The library may mail cards or copy the shelf list rather than make a list.

4. The regional will check the list and return it, marking the publications which it needs. Withdraw and send the publications

5. If the regional library needs shelf list cards for the publications; the regional library will request them. Provide cards only for those publications noted by the regional library. For series, one card with holdings is adequate.

For monographs, individual 3x5 cards must be prepared if requested. At a minimum, the cards should contain the SuDoc number and title.

6. The SuDoc number should be placed on the front cover on the top left corner of all publications sent to the regional. The SuDoc number should be in form of a typed label or written in ink -NOT IN PENCIL. Pack boxes in SuDocs order and number boxes in order. Do not pack boxes too heavily.

7. Postage is the responsibility of the withdrawing library.

8. After lists have been reviewed by the designated library, the withdrawing library should send the reviewed list to the regional library for further review in order to fill gaps/missing issues in the regional collection.

9. The regional will advise if any publications not taken by Tennessee libraries need to be offered on the national "Needs and Offers" List. Listing on the national list will be rare for most libraries. Libraries are not required by the regional nor the Government Printing Office to list publications in the national list, but the regional may strongly recommend listing in some cases where documents are particularly desirable. Since Tennessee is the last state to discard, our libraries may have older material which would be valuable to libraries in other states.

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IV. WITHDRAWAL LISTS TO SHARED HOLDINGS LIBRARIES, PRE 1989 PUBLICATIONS

Publications in class numbers appearing in Appendix I should be withdrawn according to the above procedures. Substitute the words " shared holdings library" for " regional" in following the instructions.

Libraries wishing to withdraw should contact the appropriate shared holdings library for permission to send a list before preparing the list. Indicate an approximate number of volumes or linear feet and date range. Copy the letter to the regional.

Shared holdings libraries will give permission to send the list. As the timetables for these discard lists have passed, the shared holdings library may notify the withdrawing library of delays expected. Certain circumstances may necessitate that the shared holdings library, regional and withdrawing libraries confer. Publications dated 1989 and after in all classes are the responsibility of the regional depository.

9/1996

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APPENDIX I CLASS DESIGNATIONS FOR SHARED HOLDING LIBRARIES

Publications remain with their publishing department. For example, the designated shared holdings library for the Department of Labor receives publications given the SuDoc L classification. Labor publications were in the Department of Commerce prior to 1913. Those earlier publications remain in the Commerce Department SuDoc C class and would be the responsibility of the library accepting Commerce publications. Maintaining the integrity of the departments is important, however, a few exceptions were made. Exceptions are noted on the following list. An example of an exception is Fish and Wildlife Service.

Serials in Various Classes

		VU
		I 23.8:     Official Gazette (1849-1925)
		C 21.5:     Official Gazette of the U.S. Patent Office: Patents
		        (1925-)
		C 23.5:     Indexes to Patents (special) (1849-1925)
		C 23.7:     General Indexes and Lists of Patents (1849-1925)
		C 21.5/4:   Official Gazette of U.S. Patent Office: Trademarks
		        (1925-)
		C 21.5/3:   Index of Trademarks Issued from the Patent Office
		X I-X 42    Annals of Congress
		X 43-X 71   Register of Debates
		X 72-X 180  Congressional Globe
		X       Congressional Record (bound volumes)
		X/a     Congressional Record (daily)
		LC 3.6-LC 3.6/6:   Catalogue of Copyright Entries
		NAS 9.6/4:  Scientific and Technical Aerospace Reports (STAR)
		E 1.17:     Energy Research Abstracts
		ER 1.15:    Energy Research Abstracts
		C 3.164:    Foreign Trade Reports
		
		U of M
		D 101.11:   Technical Manuals (1949-)
		M 101.18:   Technical Manuals(1947-49)
		W 1.35:     Technical Manuals(1789-1947)
		D 101.20:   Field Manuals (1949-)
		M 101.17:   Field Manuals (1947-1949)
		W 1.33:     Field Manual and Field Regulations (1789-1947)
		W 3.63:     Basic Field Manual (1789-1947)
		W 3.63/2:   Field Manuals (1789-1947)
		
		Withdrawals by Superintendent of Documents Class.  Asterisk (*) indicates complete Department
		and Agencies

A       Department of Agriculture           UTK/Ag-Vet-Med Library

C 3:        Census (1903-72, 1975-)             U of M

C6      Commerce, Bureau of Fisheries(1903-39)      Tenn Tech

C 56.200:   Census (1972-75)                U of M

C 22:       Mines Bureau (1925-34)              ETSU

D 101.ll:   Technical Manuals               U of M

*EP     Environmental Protection Agency         ETSU

FC 1:       U.S. Fish Commission (1871-80)          Tenn Tech

*FS     (1939-1953)                 U of M

*HE     Health and Human Services           U of M

I 1.14:     Census (1902-03)                U of M

I       Interior (except flat maps and

        exceptions)                           TSLA

I 28:       Mines Bureau (1910-1925,

        1934-)                                ETSU

I 45:       Bureau of Fisheries (1939-40)           Tenn Tech

I 47:       Bureau of Biological Survey (1939-40)       Tenn Tech

I 49:       Fish and Wildlife Service (1940-)       Tenn Tech

I 69:       Mining Enforcement and Safety

        Administration (1973-78)                     ETSU

J               Justice                             U of M

L       Labor  (except L 38:)                        MPL

L 38:       Mine Safety and Health Administration (1978- )  ETSU

*LC     Library of Congress                          TSLA

*PR     President of the United States               VU

*PrEx       Executive Office of the President       VU

*S      State                                        VU

*SI     Smithsonian                                  MPL

*SBA        Small Business Administration           MPL

*TD     Transportation                  UTK/Hodges Library

*W      (War Dept)                            TSLA

*Y1     Congress (Miscellaneous Publications,

        Journals, etc.)                       U of M

Y 3.Ap 4:   Federal Development Planning Committee

        for Appalachia (1964-65)                     ETSU

Y 3. Ap 4/2 Appalachian Regional Commission (1965-)    ETSU

Y 3.M 66:   Federal Mine Safety and Health Review

        Commission (1979-)                           ETSU

Y3's        (Except Y3.N88)                          Tenn Tech

Y 3.W28:    Water Resources Council                   Tenn Tech

*Y 4        Congress (Following Committees Have

        Been Withdrawn)                              VU

Y 4.Ec 7:   Joint Economic Committee (1946- )       VU

Y 4.Ed 8/1: House Education Labor Committee (1867-83)   VU

Y 4. Ed 8/2:    House Education Committee (1883-1947)       VU

Y 4.F 76/1: House Committee on Foreign Affairs

        (1789-1975, 1979-)                           VU

Y 4.F 76/2: Senate Committee on Foreign Affairs (1789-)   VU

Y 4.H 88:   Senate Human Resources Committee (1977-79)  VU

Y 4.In 8/16 House International Relations Committee

        (1975-79)                   VU

Y 4.J 89/1: House Committee on the Judiciary (1916- )   VU

Y 4.J 89/2: Senate Committee on the Judiciary (1945- )  VU

Y 4. L 11:  House Labor Committee (1947- )          VU

Y 4. L 11/2:    Senate Labor and Public Welfare

        Committee (1947-77)                          VU

Y 4.L 11/4: Senate Committee on Labor and Human

        Resources (1979-)                            VU

Y 4.P 96/10:    Senate Committee on the Environment and Public

        Works (1947-)                                VU

Y 4.P 96/11:    House Committee on Public Works and

        Transportation (1947-)                       VU

*Y 10:      Congressional Budget Office              VU

 Maps                               UTK/Cartographic Info. Ctr.

PLEASE NOTE that any SuDoc Number that is not noted above

comes to the University of Memphis.

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APPENDIX II IMPLEMENTATION OF DISPOSITION POLICIES

Excerpt from Implementation of Disposition Policies A Memorandum to Regionals from the Chief of Depository Services, 4/7/95

In the memorandum a description of the current withdrawal procedures is followed by six recommended solutions and the opinion of the GPO General Counsel.

1. Grant regional depositories greater flexibility, more latitude, and more discretion in the weeding process. The Instructions (1992) already state that "[T]he regional library should issue these special instructions with the concurrence of the Superintendent of Documents."

2. Allow regional depositories to permit discard of materials by visiting the library and "eyeballing" the items offered rather than requiring lists.

3. Allow regionals to issue "needs" lists in lieu of the "offers" procedure now in place. States in which libraries cooperate can create a union "needs" list for the state. Electronic communication can make this procedure very efficient.

4. Encourage regionals to follow the already approved "Cornwell method" for discarding microfiche. [This recommended solution refers to a GPO approved withdrawal procedure for microfiche in the state of Florida. Microfiche is not listed.]

5. Allow regionals to list documents that (a) must always be listed and (b) should never be listed on disposal lists.

6. Create a list of "automatic discards" as part of the Superseded List that can be weeded after 5 years without listing..

In his memo of April 4, 1995....GPO's General Counsel stated that "[T]he six-point procedure...does not conflict with the controlling provisions of Title 44 as cited ...the manner by which this is accomplished would remain a programmatic decision for the Superintendent of Documents to make in consultation with regional and other depositories so affected.

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