Illinois state plan for illinet federal document depositories

Revised Draft 1983

I.  Purpose of the Depository Library Program.

The Depository Library Program is a nationwide program authorized by chapter 19 of Title 44 of the U.S. Code. The purpose of the program is to provide the general public free access to information on the policies and programs of the federal government.

II.  Purpose of the State Plan.

At its spring 1981 meeting the Depository Library Council to the Public Printer considered the multiple problems encountered by regional depository libraries in their endeavors to serve effectively in the Depository System. The diversity of these problems precluded the creation of a single solution applicable for regionals and selective depositories in all states. The following resolution was adopted by council as a step toward resolving the problems in ways that would work best under varying local conditions: In order to bolster the regional depository libraries' capabilities to serve their state missions and in order to assure that Federal documents are available throughout the United States on an equal and expeditious basis, the Depository Library Council recommends that the Public Printer investigate the feasibility of requiring each state to prepare a plan to coordinate the Federal documents depository program within the state. The plan should be developed through consultation with all designated Federal depository libraries within the state and should address all depository responsibilities outlined in the Instructions to Depository Libraries as well as the concerns expressed through the Regional Depository Library Survey presented to the Depository Library Council at the first afternoon session of the spring 1981 meeting.¹

The Public Printer in response to council's resolution, went on record, "as encouraging depositories in states that have need of such plans to undertake them."

At its fall 1981 meeting council passed another resolution asking that the Public Printer proceed to encourage the development of state plans for the Federal Depository Program, stating that, "Such plans would provide a cost-effective means of enabling states to share the responsibility for the development of collections and the provision of services." The resolution further recommended a list of elements to be addressed in such plans and suggested that the state plan concept be publicized by disseminating material about such plans to the depository community and to the Chief Officers of State Library Agencies (COSLA).²

In his letter asking COSLA for assistance and cooperation in encouraging development of state plans, the Superintendent of Documents, stated that the Government Printing Office (GPO) is encouraging such plans, "as a modern and potentially cost-saving means of improving public access to Government documents, in accordance with the intent of Title 44."³ COSLA took an active part in encouraging state libraries to designate contact persons in each state for development of these plans.

As of April 1982, thirty-five states had designated contact persons and two plans, from New Jersey and Missouri, had been drafted.

The major purposes of state plans are clearly stated in the above material quoted from council's resolutions, the Public Printer's response to those resolutions, and the superintendent's letter to COSLA.

III. Planning Process in Illinois.

Following the COSLA meeting, the Director of the Illinois State Library, Kathryn J. Gesterfield, appointed the Federal Documents Coordinator at the Illinois State Library, Janet Lyons, to be the state contact person in Illinois to guide the development of a state plan for federal documents.

In March 1982 eleven librarians representing the viewpoints of academic, law, public and special libraries, and library systems were invited by the Federal Documents Coordinator to serve as a committee to draft the state plan. The committee met in Springfield on March 26, 1982, to discuss the elements to be included in the plan and to agree on a timetable for action. Individual librarians on the committee agreed to address particular elements of the plan and submit statements to be compiled by the Federal Documents Coordinator. Depository libraries in Illinois were encouraged to submit suggestions for the state plan and to attend the next meeting of the committee. A questionnaire was also distributed to the depository libraries to update information on the libraries' collection development policies and cooperative agreements with other institutions in their areas.

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The committe held a second meeting in Chicago on June 22, 1982, to review the responses and comments and to complete a final draft. The final draft is to be presented to the Illinois State Library Advisory Committee for approval in September 1982 and subsequently distributed to depository libraries for endorsement. On October 21, 1982, the plan will be presented to the Illinois Library Association Government Documents Round Table for a resolution of approval. The final plan will be published in Illinois Libraries in addition to being distributed to depository libraries in Illinois.

Upon approval of the plan, a coordinating council is to be established as a mechanism for reviewing and updating the plan on an ongoing basis. Ongoing communication with the Government Printing Office regarding the state plan will be the responsibility of the Federal Documents Coordinator at the Illinois State Library. The coordinating council will establish procedures for communicating continuing developments to depository libraries throughout Illinois.

IV. Implementation of the State Plan.

To assist in the implementation of the State Plan for Federal Documents in Illinois, a coordinating council shall be established. The functions of the coordinating council will include:

1.  Reviewing the performance of the Federal Depository Library Program in Illinois.

2.  Making recommendations to the Illinois State Library/Regional Library (ISL/Regional) and the Government Printing Office regarding the Federal Depository Library Program.

3.  Reviewing and revising the Illinois State Plan for ILLINET Federal Document Depositories.

4.  Encouraging and coordinating cooperative efforts in the state.

5.  Implementing the objectives of the state plan.

6.  Enlisting continuing support for the state plan.

The Committee to Establish a State Plan for Federal Documents in Illinois will serve as the first coordinating council. Thereafter, the council will make recommendations to the ISL/Regional to fill vacancies as they occur. Due consideration will be given to providing representation on the council for different types of libraries and geographic ares in the ILLINET depository system.

The council shall be responsible for formulating its own bylaws. Council will meet at least twice each year to conduct business.

V. Current Structure of the Depository Library System in Illinois.

There are 58 depository libraries in Illinois. This following list indicates the number of collections deposited in these libraries by type of library.

These libraries are required by law to provide custody and service for the documents they select and to maintain them so as to be accessible to the public. Title 44 specifically states that publications should be available to the general public and that use of the publications should be free. The libraries are required to maintain the publications for at least five years. Reports on the condition of the collections are to be made to the Superintendent of Documents at least every two years.

The Illinois State Library in Springfield is designated as the regional library for the entire state. As a regional depository library, the Illinois State Library has the legal responsibility for retaining material permanently and for providing interlibrary loan and reference service to the entire state. It also has the responsibility of providing assistance to selective depositories in their disposal of unwanted materials.

Additional information on the depository libraries can be obtained from the directory, Federal Documents Depositories in Illinois, published by the Illinois State Library. For each library the directory lists the depository number, the year depository status was granted, the OCLC symbol for the institution, the library system of which it is a member, the library delivery service route number, and whether it is also a depository for Illinois publications. The Illinois State Library has also published a union list of item numbers selected by libraries in Illinois.⁴ A current profile of depositories in Illinois can be found in Appendix F of this plan.

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VI. Goals and Objectives.

Goal I: To Assure That Government Publications Are Accessible to All Residents of Illinois.

A. Assure the development and maintenance of both current and retrospective collections adequate for the needs of the entire state.

1.  Each depository library should address the special needs of the user population served in the selection, acquisition, and maintenance of the document collection.

2.. Each depository library should maintain at least the basic collection specified in the Guidelines for the Depository Library System and the core reference collection of publications prescribed in the Illinois State Plan for ILLINET Federal Document Depositories, Appendix C and D.

3. The ISL/Regional Library should continue to maintain a complete collection of all government publications distributed through the Depository Library Program.

4.  The council should encourage cooperative collection development endeavors that might occur on a regional basis, e.g., the CALC libraries in the Chicago area, or that might be an outgrowth of specialized needs statewide, e.g., the CODSULI libraries.

5.  The council should coordinate efforts to identify serious gaps in retrospective holdings in the state and should recommend means of filling such gaps.

6.  The ISL/Regional Library should coordinate the transfer and disposal of federal documents in the state to ensure that retrospective documents not widely held be retained in the state.

7.  Depository libraries should abide by the procedures prescribed by GPO's Instructions to Depository Libraries and the Illinois State Library's Instructions to Depository Libraries in the disposal and transfer of documents.

8. Depository libraries should make all due effort to transfer documents to a library in the area when transferring or disposing of documents.

9.  Council should encourage federal libraries to participate in the disposal and transfer of documents to depository libraries.

10.  Depository libraries should select items at the request of non-depository libraries in their areas.

11. Depository libraries may physically house depository publications in another institution's library provided that the depository library maintains records of such publications and ensures that the arrangements meet other requirements for depository libraries.

12.  Each depository library should provide adequate and accessible space for the housing of the collection in a manner to facilitate its use by the public.

13.  Depository libraries should house government publications, including microforms and maps, under proper conditions to avoid deterioration.

14.  Depository libraries should house government documents in microform in a location convenient to the documents area.

15.  Depository libraries should house government documents in microform, map, and other special formats in appropriate storage facilities.

B.   Encourage the development of bibliographic access to government publications and related publications in each depository library so that users can readily identify and retrieve documents held in the collection.

1.  Each depository library should maintain an adequate record of local holdings.

2.  Each depository library should provide complete cataloging for all documents.

3.  Each depository library should attempt to integrate documents into its local bibliographic control system.

4.  Each depository library should provide bibliographic control for documents that is equal to that of other library collections.

5.  Each library should acquire depository and commercial indexes and catalogs necessary for acquisition, verification, and retrieval of documents. (See Appendix D)

6.  Each depository library should provide easily recognizable "microform" identifiers at all bibliographic access points for documents in microform.

7.  Each depository library should provide separate bibliographic access points for a document in both paper and microform.

C.   Further the development of bibliographic access to federal documents and document-related materials to make resource sharing and referral among depositories more efficient.

1.  Each depository library should cooperate with efforts to integrate documents holdings into regional/national bibliographic control systems and union list projects.

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2.  The ISL/Regional Library should promote innovative computer applications toward the development of a data base of depository holdings in Illinois.

3.  The ISL/Regional Library and the coordinating council should develop a union list of Illinois depository library holdings of commercial indexes, microform sets, and major document-related holdings.

4.  The ISL/Regional Library should update the union list of item numbers selected by depository libraries on a regular basis and disseminate it to depository libraries. (See Appendix D)

5.  The ISL/Regional Library and the coordinating council should prepare a listing of libraries with strong retrospective holdings so that depositories can refer requests for retrospective documents to appropriate sources.

6.  Depository libraries with strong and/or specialized collections should provide high quality bibliographic access to their collections and loan these documents to libraries in Illinois.

7.  Depository libraries with facilities for special formats (maps, computer tapes, etc.) should inform other depositories of the their capabilities for resource sharing in these areas.

GOAL II: To Assure a High Quality of Government Documents Service to All Residents of Illinois.

1.  Each depository library should provide free and equal access to all residents of the state.

2.  Each depository library should provide the same level of access to their document collection in regard to hours available as is provided for other collections.

3.  Depository libraries should make documents reference service available at all hours that the depository library's usual reference service is available.

4.  Depository libraries should provide users at least the following reference service by phone: titles available in the library, referral to other depository library collections, or governmental agencies or officials.

5.  Each depository library should provide equal reference service to all users of depository collections.

6.  Depository libraries should aid non-depository libraries in their locale by providing reference and information services for their patrons.

7.  Each depository library should provide an adequate number of trained staff to fulfill the responsibilities of the Depository Library Program.

8.  Each depository library should encourage its documents staff to participate in continuing education programs.

9. The ISL/Regional Library, the coordinating council, and documents interest groups should provide an ongoing program of continuing education for documents librarians.

10.  The ISL/Regional Library and the coordinating council should support the continuing education programs that documents interest groups provide for non-documents librarians.

11.  Each depository library should provide microform readers and reader/printers and other appropriate equipment to ensure that format is not a barrier to use of the collection.

12.  Depository libraries and the ISL/Regional Library should provide interlibrary loan services which are equal or superior to existing non-documents interlibrary loan services.

13.  The Illinois State Library should provide an efficient delivery system which can be used by the ISL/Regional Library and all depository libraries.

Goal III: To Increase Awareness of the Depository Library Program and Government Documents.

1.  Depository libraries, the ISL/Regional Library, the coordinating council, and the Government Printing Office should coordinate a public awareness program for the Depository Library Program in Illinois.

2.  Depository libraries should establish communication ties with non-depository libraries in their locale, by such means as a newsletter, educational programs, and other outreach methods.

3.  The ISL/Regional Library and the coordinating council should act as a clearinghouse for information and materials that will increase the public's knowledge of documents and services available through the Depository Library Program.

References

1.  The full text of the council resolution and the response to resolutions from the Public Printer may be found in Summary of Meeting, Depository Library Council to the Public Printer. September 28-30, 1981, pp. 1-2. (SuDoc no.: GP 3.30/2:981-2)

2.  The full text of the council resolution and the response to that resolution from the Public Printer may be found in Public Documents Highlights, no. 51/52, April-June 1982, p. 5. (SuDoc no.: GP 3.27:51/52)

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3.   C.A. LaBarre, Superintendent of Documents, to Mrs. Patricia E. Klinck, Chairperson, Chief Officers of State Library Agencies, 1 October 1981.

4. ILLINET Federal Depository Libraries Union List. June 1, 1982. (Springfield, IL: Illinois State Library, 1982.)

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* Intersystems Library Delivery Service (ILDS).

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APPENDIX C
Basic Collection¹
Budget of the United States Government
Catalog of Federal Domestic Assistance
Census Bureau Catalog
Census of Housing (for State of Depository only)
Census of Population (for State of Depository only)
Code of Federal Regulations
Congressional Directory
Congressional District Data Book
Congressional Record
County-City Data Book
Federal Register
Historical Statistics of the United States
Monthly Catalog
Numerical Lists and Schedule of Volumes
Publications Reference File
Slip Laws (Public)
Statistical Abstract
Statutes at Large
Subject Bibliographies (S.B. Series)
Supreme Court Reports
United States Code United States Government Manual
Weekly Compilation of Presidential Documents

1. Guidelines for the Depository Library System, as adopted by the Depository Library Council to the Public Printer, October 18, 1977. Washington, D.C.: GPO, 1978.) SuDoc no.: GP1.23/4:D44/978.

APPENDIX D
Selected Documents Reference Aids

Basic bibliographic catalogs and indexes are essential for the acquisition, verification, and retrieval of federal documents. If a collection is uncataloged and arranged by the SuDoc classification system, these bibliographic tools become indispensable.

The acquisition and use of the different indexes and catalogs will vary greatly among libraries depending on the size of the collection, patron needs, and the library budget. Libraries that hold retrospective document collections will need the Documents Catalog and the retrospective congressional indexes published by Congressional Information Service. Large technical and research libraries will find that commercial computerized data bases are important sources for identifying government reports.

The following titles should be in all depository libraries in Illinois, regardless of type or size of library:

Andriot, John L, ed. Guide to U.S. Government Publications. McLean, VA.: Documents Index, 1973-1981 edition in microfiche. See Morehead and Nakata.

Illinois. Office of the Secretary of State. State Library. Illinois State Library NTIS Shelflist. 1981- Microfiche. Issued irregularly, (cumulative)

Illinois. Office of the Secretary of State. State Library. ILLINET Federal Depository Libraries Union List. 1982. Microfiche. See Illinois State Library Memorandum dated Aug. 3, 1982 from Arlene Schwartz and Janet Lyons regarding the usage of this union list.

U.S. Library of Congress. Popular Names of U.S. Government Reports: A Catalog. 3rd ed. Wash., D.C.: Library of Congress, 1976. See Morehead and Nakata, p. 23 of State Plan. (SuDoc class: LC 6.2:G74/974)

U.S. Superintendent of Documents. GPO Sales Publications Reference File (EPRF). Wash., D.C.: GPO, 1977- . Microfiche. Bimonthly with monthly supplements. (SuDoc class: GP 3.22/3:) Exhausted GPO Sales Publications Reference File (EPRF). Washington, D.C.: GPO, 1980 and 1981-82 Supp. See Morehead and Nakata and Zink, S.D. "Putting Reference in the Publications Reference File" RQ 19:381-3 (Summer 1980), and PRF User's Manual. (SuDoc class: GP 3.22/3-3:) Available on-line to subscribers of DIALOG Information Retrieval System.

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U.S. Superintendent of Documents. Monthly Catalog of United States Government Publications. Washington, D.C.: GPO, 1895- . Serials Supplement, 1979-. Annual. Cumulative Indexes, 1941-50, 1951-60, 1961-65, 1966-70, 1971-76. See Morehead, Nakata, and Schmeckebier. Available on-line to subscribers of BRS. (SuDoc class: GP 3.8:)

Monthly Catalog of United States Government Publications. Cumulative Personal Author Index. Ann Arbor, Michigan: Pierian Press. 1941-1950, 1951-60, 1961-1965, 1966-1970, 1971-1975. See Morehead and Nakata.

U.S. Superintendent of Documents. Subject Bibliographies. Washington, D.C.: GPO, 1975-. See Morehead and Nakata. (SuDoc class: GP 3.22/2:[nos.])

U.S. Superintendent of Documents. Government Periodicals and Subscription Services. Price List No. 36. Washington, D.C.: GPO. Quarterly. See Morehead and Nakata. (SuDoc class: GP 3.9:36/)

U.S. Superintendent of Documents. Selected U.S. Government Publications. Washington, D.C.: GPO, 1928-. Monthly. (As of 1982, distributed only to depositories.) See Morehead and Nakata. (SuDoc class: GP 3.17:)

Directories

American Library Association. Government Documents Round Table. Directory of Government Document Collections and Libraries. 3d ed. Washington, D.C.: See Morehead and Nakata.

Illinois Office of the Secretary of State. State Library. Federal Document Depositories in Illinois: A Directory. 1983.

Refer to the following guides for additional information on bibliographic indexes:

Morehead, Joe. Introduction to United States Public Documents. 2nd ed. Littleton, Colorado: Libraries Unlimited, 1978.

Nakata, Yuri. From Press to People: Collecting and Using U.S. Government Publications. Chicago: American Library Association, 1979.

Schmeckebier, Laurence F. and Eastin, Roy B. Government Publications and Their Use. 2nd ed. Washington, D.C.: Brookings, 1969.

Appendix E
Illinois Documents Interest Groups

Illinois is fortunate to have several active documents interest groups which are instrumental in furthering the development and use of document resources in the state. The following list and description of these groups is appended to the state plan for the information of all participants. Documents librarians are encouraged to join and participate the activities of these organizations to benefit the documents network in Illinois.

A listing of current officers for these groups is appended to the Federal Document Depositories in Illinois, available from the Illinois State Library.

Illinois Library Association Government Documents Round Table (ILA-GODORT)

The Illinois Library Association Government Documents Round Table, affiliated with the American Library Association Government Documents Round Table, devotes its efforts to informing Illinois libraries and librarians of issues and events concerning government documents. The purpose of the organization is: (1) to further the development and usefulness of government documents collections; (2) to increase communication between documents librarians and other librarians; (3) to contribute to the extension and improvement of education and training of documents librarians. Each year programs are sponsored in various parts of the state to educate staff on timely concerns affecting public access to documents. Some of the programs that have been sponsored in the past are workshops on the 1980 Census of Population, statistical infomation available in Illinois documents, and use of the Illinois Register. The round table also publishes the ILA-GODORT Newsletter which circulates news about organization activities, as well as general information regarding government publications and related sources. The executive board of the round table also attempts to influence and educate government officials and citizens about issues that are of concern to documents librarians. ILA-GODORT encourages individuals to become involved who, not only are working in the documents area, but also who want to be kept informed of the rapidly changing developments in this area.

Submitted by Pegeen Bassett Chairperson GODORT 1982

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Chicago Academic Library Council (CALC) — Documents Subcommittee

The Chicago Academic Library Council (CALC) is a group of university libraries in the Chicago area that cooperate to improve library services for their clientele. In 1980 the CALC Documents Subcommittee was convened by Ann Glascoff of Governors State University for the purpose of opening "channels of communication between Chicago area documents librarians."* The group consists of the documents librarians of the member institutions: Chicago State University; DePaul University; Governors State University; Illinois Institute of Technology; Northeastern Illinois University; Roosevelt University; University of Illinois University Center.

In addition, documents librarians of the following institutions have been invited to join in the meetings and activities of the organizations: Chicago Public Library; DePaul University Law Library; NT/Chicago Kent College of Law; Loyola University Law Library; University of Illinois Medical Center.

The subcommittee elects a chair and secretary. Meetings are held four to five times per year at participating institutions. The meetings consist of tours of documents collections and special libraries or government agencies such as the Northeastern Illinois Planning Commission, talks by librarians and other information specialists and discussions of concern to documents librarians. The organization has produced the CALC Directory, a directory of major document-related resources held by participants.

*Minutes of the first CALC Documents Subcommittee meeting, November 1980.

CODSULI (Council of Directors of State University Libraries in Illinois) Documents Librarians

The documents librarians of state-supported institutions of higher education meet once a year to discuss the depository library program, collection development, and collection sharing. The following institutions are defined as CODSULI libraries: Chicago State University; Eastern Illinois University; Governors State University; Illinois State University; Northeastern Illinois University; Northern Illinois University; Sangamon State University (non-depository); Southern Illinois University at Carbondale; Southern Illinois University at Edwardsville; University of Illinois University Center; University of Illiinois Medical Center (non-depository); University of Illinois at Urbana; University of Illinois Law Library; Western Illinois University.

The Federal Documents Coordinator from the Illinois State Library is also invited to attend. The group does not have a formal structure of officers. Institutions volunteer to host the annual meetings.

Appendix F
Profile of Depositories in Illinois

The following information on federal depositories in Illinois was collected and compiled from a questionnaire distributed in April 1982 by the Committee to Establish a State Plan for Federal Documents in Illinois. Fifty-two out of a possible fifty-seven depositories responded.

Collection development, cooperative efforts, and data base usage as a resource sharing mechanism were the major information items solicited in this questionnaire.

Collection Development

Following is the tabular arrangement of items selected which gives a picture of the federal document resources available in the state as a whole. Sixteen respondents base their item selections on both an overall institution collection development policy and a specific policy for federal depository acquisitions; four base selection on a specific collection development policy for federal documents only; and eight on neither an overall institution policy nor a specific document policy.

Cooperation

Nine depository libraries select items on a cooperative basis with the depositories in their areas and eleven select items at the request of non-depository libraries in their areas. Comments added to the questionnaire indicated an interest in further exploring this area of cooperation.

Six depositories physically house part of their deposit collection in another institution's library for the purpose of better and more convenient usage of the materials. (Most depositories are unaware that this option for selective housing is possible under the law.) Only one depository does not make its deposit documents available through interlibrary loan.

Data Base Usage

Thirty-eight of the fifty-two respondents have OCLC. Of those thirty-eight depositories, four enter all of their documents into OCLC, twenty-five enter some, and nine enter none. Ten depository libraries enter some deposit materials in Library Computer System (LCS) and four enter them into Computer Library Service, Inc. (CLSI). Several institutions have their own internal data base systems for catai circulation, and other purposes.

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Appendix G

Committee to Establish a State Plan For Federal Documents Membership

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