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Government Documents Training at UT Dallas - Texas Regional Depository Program

Join us for a training session on government documents management at the University of Texas at Dallas. Learn about disposal lists, serials processing, and the Texas Regional Depository Program. Explore reference services, collections, and database resources.

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Government Documents Training at UT Dallas - Texas Regional Depository Program

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Presentation Transcript

  1. Government Documents Training for Selectives – University of Texas at Dallas Monday January 27, 2014 updated 1/26/14 Presenters: • Pam Lampe • Esmeralda Rodriguez • Serials Maintenance – Bob Magallanes/Sean Scully • Tom Rohrig

  2. Handouts • Government Documents Training for Selectives – University of Texas at Dallas ppt • Disposal List Examples • New Example of Official Notice to dispose of submitted Disposal List • Key Points to Remember when Creating a Disposal List • TTU Library Patents/Trademark Introductory Letter • GPO Texas State Plan for Fed. Dep. Lib. Svcs. • GPO Texas State Action Plan

  3. Training Outline • 8:00 – 8:30 am - Pick up Staybridge Hotel • 8:30 am – 8:45 am - Introduction/House Keeping • 8:45 am – 10:30 am • Regional Depository Outline, Overview of Depository Community, Purposes of Depository Program, FDLP Basics • 10:30 am – 11:00 am Pam Lampe – Technical Processing • 11:00 – 11:30 am - Esmeralda Rodriguez - Disposal Lists • 11:30 am - 1 pm Lunch • 1 pm –1:30 FDLP Basics (continued) • 1:30 – 2 Documents Serials Processing • 2- 4:30 pm FDLP Basics (continued) Texas State Documents, Maps, Patents/Trademarks, Walk Around Collection - Microforms, Compact Shelving, Documents Vault

  4. Technical Processing – Pam Lampe • Check-In procedures • Processing Procedures

  5. Disposal Lists - Esmeralda Rodriguez • Esmeralda Rodriguez coordinates these lists.

  6. Processing Documents Serials • Presented by Serials Maintenance

  7. TTU Regional Services • 2 Regions • Texas Divided in half – El Paso to Texarkana • Founded 1935 • became regional depository in 1960s • retains material indefinitely • serves this Congressional District and beyond • Selectives vs Regional

  8. TTU Regional Services - Location and Holdings • Located in University Library Basement, some dup. copies in Stacks • Over a million items in all formats – paper, CD-ROM, DVD, microfiche, microfilm, electronic, etc. • Entire collection, except Maps, is on compact shelving • Online Catalog has approximately 65% of collection cataloged online.

  9. TTU Regional Services - Characteristics of collection • Separate collection • Library of Congress (subject) vs. Superintendent of Documents (archival) • Call number changes when agency/department responsible for publication changes • Has material from most agency/dept. since federal govt. began. • Strong collections - Congressional publications, agriculture, science, military, legislative • Can obtain material through Document Delivery or purchase material for collection, e.g. National Archives microfilm publications

  10. Reference Services - Documents webpage • Basic focal points for services/information are the two web pages – Government Documents and Maps • Government Documents webpage • Maps Webpage • Geographic Information Systems (GIS) • Patents and Trademarks

  11. Reference Services - Subscription Databases • Proquest Congressional • Proquest Statistical Insight • Proquest Government Periodicals • Government Printing Office (FirstSearch) • Declassified Documents • Digital National Security Archive • GovSearch for Libraries • Military & Government Collection (EBSCO)

  12. Reference Services - Documents databases • NTIS (free searching 1990 to date, some free downloads, most fee-based) • GPO ACCESS • USA.gov • Congress.gov • Google (U.S. Government Search) Limit site:gov • Census - 1790 to date • Ben’s Guide to U.S. Government Information • Kids.gov: a safe place to learn and play

  13. Reference Services – Print documents indexes • Monthly Catalog of U.S. Government Publications 1885- • Cumulative Title Index to U.S. Government Documents 1789-1969 Index Table 3 • Cumulative Subject Index 1900-1971 Index Table 3 • Legislative - U.S. Statutes at Large, U.S. Code, Code of Federal Regulations • Not depository for intl documents anymore but purchase a lot from IGOs, e.g. UN, OECD, FAO, etc.

  14. Texas State Publications – • Most material is cataloged for Stacks or Reference at Texas Tech. • Depository Program discontinued, 2 copies sent to UNT and TTU. TTU retains .

  15. Maps Material Census Maps and Atlases Atlases Topographic Maps - U.S. - strong collections – Texas/New Mexico Maps from other departments, e.g. Soil Surveys, USGS maps, etc.

  16. National and Texas Depository Community • United States Government Printing Office • GPO Depository Conferences – annual • ALA GODORT • ALA MAGiRT • TLA GODORT • TLA District Meetings – mini conferences • GPO Texas State Plan 2005 – purpose/importance • GPO Texas Action Plan - document includes all State Plan

  17. Purposes of GPO Depository Program • 3 Principles of FDLP • Federal government information products within scope of FDLP shall be made available to Federal depository libraries. • Federal depository libraries shall be located in each State/U.S. Congressional District to make government information products more widely available • Federal government information in all media shall be available for the free use by the general public.

  18. Purposes of GPO Depository Program • Material received by depository libraries on deposit from GPO remains the property of U.S. Government. The libraries are just the custodians. • Responsibilities of depositories: • Access • Maintenance of collections • Service

  19. Depository Manual – Superseded but still useful • Depository Manual – Chapter 1 – Library Services and Content Management (LSCM) Organization • Depository Manual Chapter 2 – Legal Requirements • Depository Manual Chapter 3 – Federal Depository Status • Depository Manual Chapter 4 – Public Services • Depository Manual Chapter 5 – Depository Collections • Depository Manual Chapter 6 - Technical Services • Depository Manual Chapter 7 – Cooperative Efforts, Including Public Access Assessments • Depository Manual Chapter 8 – Preservation • Depository Manual Chapter 9 – Housing • Depository Manual Chapter 10 – Staffing • Depository Manual – Chapter 11 – Collaborative Efforts • Depository Manual Chapter 12 – Regional Services • Depository Manual – Chapter 13 – Transitioning Depository Libraries • Depository Manual Chapter 14 – Disaster Preparedness and Recovery • Depository Manual Chapter 15 – Federal Libraries

  20. New Depository Coordinators • Introduction

  21. New Depository Coordinators • Getting Started as a New Coordinator • Depository Library Number • Depository Password • Update Federal Depository Library password • Sign up to FDLP-L • Basic Resources • Legal Requirements • FDLP Desktop • Catalog of U.S. Govt Publications • About the FDLP

  22. New Depository Coordinators • Learn About Your Library’s Depository Operations and Services • Identify Policies and Procedures • Access Policy • Collection Development Policy • Technical Services Processing Manual or Checklist • Collection Maintenance Policy or Procedures • Internet or Computer Use Policy • State Plan • Conduct or User Behavior Policy • Preservation Policy • Disaster Recovery Policy or Plan • Circulation Policy • Reference or Public Services Policy • Promotion Policy • Sources for policies: • Other Institutions • ALA GODORT Clearinghouse

  23. New Depository Coordinators • Visibility of the Collection and Promotional Efforts • FDLP Resources • FDLP Promotional Materials • FDLP Marketing Plan • FDL Video • Depository Anniversaries • FDLP Promotional Graphics

  24. New Depository Coordinators • Review Your Collection and Item Selection Profile • Library Collection Development Policy • Item Number System • List of Classes • FDLP Basic Collection • Collection Management Tools • Documents Data Miner 2 • GPO Cataloging

  25. New Depository Coordinators • Communicating Within the FDLP • Article – What to do when you have Depository Questions • FDLP-l • FDLP Directory • FDLP Desktop – RSS Feeds, FDLP Community Forum, • GovDoc-L] • DocTech-L • Maps-L

  26. New Depository Coordinators • Training Opportunities • Interagency Depository Seminar • Depository Library Conference (file Repository) • Regional, State, local opportunities • Request for GPO Participation Form • Self Study

  27. New Depository Coordinators • Key Dates Related to Depository Management Activities • Annual Item Selection Cycle • Biennial Survey • FDLP Desktop Calendar

  28. New Depository Coordinators • What To Do When You Have Depository Management Questions • AskGPO • Contact Us

  29. Gstate Plans • GPO Texas State Plan for Fed. Dep. Lib. Svcs. • GPO Texas State Action Plan

  30. Patent/Trademarks, • TTU is a Patents/Trademark Depository

  31. Discussion – UTD Depository • Outreach to UTD patrons • Outreach to UTD Staff • Outreach to UTD government • Outreach to UTD community

  32. Conclusions • Wrap-Up and Questions • Follow-Up

  33. Thank You!

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