X

Procedures for Withdrawal of U.S. Government Depository Publications in Tennessee

xGovernment 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designed to ensure that legal requirements are met, that valuable information is not lost and that publications to be withdrawn are handled in the most efficient manner for all libraries.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 the Legal Requirements & Program Regulations of the Federal Depository Library Program (FDLP). In October 2011, Tennessee began using a two-tiered withdrawal process which additionally incorporates the use of the Association of South Eastern Regional Libraries (ASERL) Documents Disposition Database. 

 

II. HISTORICAL NOTE 

The University of Memphis was designated the regional depository for Tennessee in 1989. Tennessee was the last state to receive a regional depository. At the time, shared archival holdings agreements were signed between the University of Memphis and six other selective libraries for pre-1989 publications. Withdrawals by Superintendent of Documents Class  lists  departments and agencies of the federal government which are assigned to each shared holdings library and the regional library for this purpose. 

 

III. PROCEDURES FOR WITHDRAWING PUBLICATIONS 

1. All publications must be retained for five years from the date of receipt with the following exceptions: 

        a. Superseded materialsnot marked with an 'R' may be discarded without offering them on a weeding list for regional depository approval. For superseded guidelines and lists see  Superseded Publications #1. under   Weeding a Depository Collection
 
        b. With prior approval of the regional,
tangible publications may be substituted with online equivalentsprovided the publication has been held for one year and the online   version is official, complete, and free of charge to the user. For guidelines see #2b. Online Substitution under
Weeding a Depository Collection.  

2.Prior to preparing a list of documents to be discarded, the discarding library should first check the Class Designations (below) —Serials in Various ClassesandWithdrawals by Superintendent of Documents Classto determine the designated library responsible for collecting materials for specific SuDoc stems. Check documents for discard against the DO NOT NEED lists for the designated library linked on theTennessee Discard Master Listspage. If any documents intended for discard match the ones on the appropriate list, offer them directly on the ASERL Disposition Database (See below). The rest of the documents must be offered to the designated library. 

 
3. Prepare a list of the publications to be discarded
in SuDoc number orderaccording to theGuidelines for Formatting Lists. Include your library’s name and date on the first page. For serials and/or long runs, the receiving library may request an estimate of the number of volumes to be withdrawn or a linear measurement, with approximate dates. Indicate format if other than paper (i.e. pamphlet, CDs, oversize). 
 
                  a. For monographs and cuttered series, include the SuDoc number, the title, and the date of publication of the document. 
                  Example: TD 8.8:P75/7 Manual of Model Police Traffic... 1986 

                                                       
                  b. For numbered series, include the SuDoc stem, series title, beginning and ending  numbers with a "some missing" note if appropriate, specifying the missing issues.  
                  Example: L 2.3:1684 - 2210 (1971-1981) missing 1900, 2201 
 
                  c. For serials, include the SuDoc stem and title; years or volumes; and missing issues if any. 
                  Example: A 106.17: Family Economics Review v. 1-22 1969-1990 missing v.1 #2 

 

4. Please create lists in Excel and email them to the appropriate library’s contact person. The Excel files can be easily converted to CSV format for uploading to the ASERL Disposition Database.  

5. The shared holdings library or regional will check the list, mark the publications it needs, and return the list to the offering library within a reasonable period of time. Withdraw and send the publications to the designated library. Please pack boxes by SuDoc # and number boxes sequentially. Take care not to overload boxes.  
 
6. Postage is the responsibility of the withdrawing library. 
 
7. After lists have been reviewed by the shared holdings library or the regional library, the withdrawing library should post all remaining documents on the ASERL Documents Disposition Database. 

 The ASERL Documents Disposition Database 
The
Collaborative Federal Depository Programwas developed by depository libraries in the Southeast in order to build and manage comprehensive collections of United States government information from each Federal government agency through the creation of Centers of Excellence. Developed by the University of Florida, theASERL Documents Disposition Databaseprovides a convenient means by which documents may be offered for disposal and needs may be fulfilled in accordance with theASERL Guidelines for Managing FDLP Collections in the Southeast Region
Instructions for creating an account and the use of the database are detailed in the
ASERL Documents Disposition Database LibGuide

 ASERL Documents Disposition Database Login 
Please use the link above to login to the ASERL Documents Disposition Database. After 45 days of uploading a list, any unclaimed items may be discarded. However, with especially valuable or historical titles the regional may request the withdrawing library to offer the unclaimed items nationally via the FDLP eXchange.   

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

Please use these guidelines to withdraw documents assigned to the shared holdings libraries and the regional library as designated by the lists below. The shared holdings libraries assume the role of the regional library for pre-1989 publications for SuDoc numbers assigned to them. Please offer any pre-1989 publications for SuDoc numbers not included in the lists to the University of Memphis. 

After a long hiatus, as a courtesy, please notify the coordinator before sending a list. The shared holdings or the regional library may request an estimate of the approximate number of volumes or linear feet and/or date range for the documents to be withdrawn. The shared holdings library will give permission to send the list. If delays are expected, the shared holdings library must notify the withdrawing library.  

V. WITHDRAWAL LISTS TO THE REGIONAL LIBRARY, POST-1989 PUBLICATIONS 

List all post-1989 publications in all classes to the University of Memphis regional depository library. 

 

January 2025 


 CLASS DESIGNATIONS 

Serials in Various Classes

Withdrawals by Superintendent of Documents Class

Withdrawals by Designated Shared Holdings Library

November 2019

The University of Memphis uses cookies in order to enhance your website experience. Visit our Website’s Cookie Policy for more information on how the UofM uses cookies. I understand that by clicking “I agree” and/or continuing to use this website, I agree to the UofM’s use of cookies. More information >