State Plan
State of Kansas
Federal Depository Library
Plan
February 17, 2003
Table of
Contents:
Preface
I. Introduction
II. Purpose Statement
IV. Organization
V. Communications
VI. Goals & Objectives
A. Access
B. Collection Development
E. Administration
F. Public Relations
G. Electronic Resources
VII. Revision & Amendment Process
VIII. Agreement Document
Appendix --
List of Depository Libraries in Kansas
Ken Lohrentz
University of
Kansas, Bibliographer and Regional Librarian
Nan Myers
Wichita State
University, Librarian for Government Documents and Patents and Trademarks
Karen Nordgren
Emporia State
University, Government Documents Reference and Instruction Librarian
Preface
The federal government is the largest publisher,
provider, and disseminator of information in the world. It provides information that is of value to
everyone, from the person needing guidance on gardening to the researcher
tracing a bill from its inception in Congress to its passage as Public
Law. As depository librarians in the
State of Kansas, we adhere to the principles set forth by the Government
Printing Office (GPO) and the Federal Depository Library Program (FDLP) which
support unrestricted access to government information in any format and the
"public's right to know".
Government publications are a valuable and necessary part of our
libraries' collections. They provide
current and historical records of the political workings of the federal
government. They are the primary source
of national statute, code, regulation, and current statistical data. Government publications address many topics
of public interest, both in and out of the political sphere.
Information dissemination policies characterize the
nature of our society. They indicate
our nation's political process and our government's attitude towards the free
or restricted flow of information. "Today,
under provision of Title 44, United
States Code, Chapter 19, the government provides information free of charge
to designated federal depository libraries in private or public institutions,
which in turn must make them available to any member of the public who wishes
to use them".[1]
[1]
Joe Morehead, Introduction to
United States government information sources (Englewood, Co. : Libraries Unlimited, 1999), 46.
I.
Introduction
The Kansas Depository Libraries are part of the
national Federal Depository Library Program (FDLP) and are thus designated to
receive federal government information.
It is the Kansas Depository Libraries' responsibility to provide access
to this information for the residents of Kansas. In 1981, the Depository Library Council, an advisory group to the
Public Printer, recommended that each state prepare a plan that would
coordinate the federal documents depository program within that state. The Council maintained that implementing a
state plan would help identify and resolve problems as well as improve service
and access. The Public Printer went on
record as 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 of the U.S. Code."
Depository libraries were advised in 2001 to revise and update their
State Plan to address the issues arising from the transition to a more
electronic environment.
II. Purpose Statement
The purpose of this plan is to assure that a complete body of federal information is available
and freely accessible to all residents of Kansas. This is to be accomplished through
the acquisition, development, and management of
current and retrospective collections, regardless of format.
The Kansas State Plan is designed to assist the
Federal Depository Libraries in the state in meeting the obligations, goals and
objectives of the FDLP. It is a
supplement to, not a replacement for, the Instructions to Depository
Libraries, and the Federal Depository Library Manual.
III. Authority & Responsibility
A subcommittee of the Kansas Library Association
(KLA) Government Documents Roundtable (GODORT) has developed this plan. In order to be effective, the plan requires
the support of depository libraries in the state. The subcommittee of KLA-GODORT recommends establishing a Kansas
State Plan Advisory Committee consisting of the following:
·
The
Regional Depository Librarian shall appoint three members besides
him/herself to a rotating two-year
term. Each member will have
one vote on any changes or recommendations to the State Plan.
·
The
goal will be to have broad membership representation by geographic region,
library type and selection profile.
·
The
Kansas State Plan Advisory Committee will monitor the implementation of the
State Plan.
of the State Plan.
The director of the library, along with the
depository librarian of each institution in the
FDLP will sign a document of agreement indicating their commitment to the goals
set forth in the State Plan.
IV. Organization
A. Selective Depository Libraries
There are seventeen selective depository libraries in the state of Kansas (see Appendix). Selective depositories provide free and equitable access to government publications (including those published in electronic format) made available through the FDLP, and provide for the proper maintenance of depository materials entrusted to their care, in accordance with Title 44, Chapter 19 of the U.S. Code. Some selectives retain all or most of their documents received, while others maintain a strict 5-year weeding and disposal schedule.
B. Regional
Depository Library
The University of Kansas Government Documents
Library is the Regional Depository Library for Kansas. The Regional Library receives and retains at
least one copy of all new and revised FDLP tangible publications and also
provides free and equitable access to government information resources
regardless of format. The Regional
grants permission to selectives for the disposal of materials and coordinates
with selectives to promote quality depository library service in Kansas. The Regional Library provides certain
services to the selective libraries including, but not limited to, interlibrary
loan, reference and technical processing advice, and the approval for disposal
of depository materials. Selective depositories may contact the regional
library with other requests as well.
C. State
Library
The State Library shall be advised of any
recommendations or changes made to the State Plan. The Regional Depository Librarian shall provide a copy of the
plan to the Kansas State Librarian and the Kansas State Library Commission.
V.
Communication
D. Email/listservs
GODORT-L,
hosted by the University of Kansas is the official communications vehicle for
federal depository libraries in Kansas.
This closed listserv is used for official messages from the Regional
Library, for notices of meetings, and also for general information and
questions for and from documents librarians. This list is also used to share
information about Kansas state documents and the Kansas State Library. Each federal depository library in Kansas is
advised to have at least one staff member subscribed to GODORT-L. Any number of other staff members may also
subscribe. The Regional Depository Librarian, who may be contacted for any
updates or deletions, manages the list.
VI. Goals
& Objectives
A. Access
Goals: To ensure knowledgeable
staff and sufficient equipment for providing access to federal government
resources.
Objectives:
Each depository library
will:
· Identify and take advantage of training and continuing education opportunities for documents staff based on
the library's and
congressional district's needs and the demand for library staff to meet core
competencies.2
·
Ensure
the essential administrative support for the depository library staff.
The Regional Depository
Library will:
·
Facilitate
training and continuing education in the access and use of federal government
resources.
·
Provide
orientation for new depository personnel.
·
Advocate
for continuing and expanding training and continuing education opportunities
available for depository personnel in the state.
·
Inform
depository libraries of the latest "Recommended Computer
Specifications" as well as the "Minimum Technical Requirements."
The Kansas State Plan
Advisory Committee will:
·
Develop
and update a document outlining core competencies that depository library
personnel will strive to attain.
·
Promote
and facilitate, in conjunction with the Regional Depository Library, the
training and continuing education of depository librarians as well as other
staff and interested users.
·
Assist
the Regional Depository Library in planning and presenting the annual program
meeting that takes place during the summer months.
2
Core competencies are defined in this document as knowledge of reference
sources, skills, abilities, and professional behaviors that are expected of all
reference staff who provide reference services to patrons seeking government
information.
B. Collection
Development
Goal: To assure the availability of government information
in all formats to the residents of Kansas.
Objectives:
Each depository will:
·
Develop
and maintain a written collection development policy based on the Suggested
Core Collection for its library type and the government information needs of
its clientele.
·
Assess
the needs of its users as a basis for selection, acquisition, and maintenance
of its depository library collections.
·
Encourage
cooperative collection development within geographic areas to support the
information needs of the community and to develop special collections.
·
Identify
special collections of government information such as maps, patents, census,
etc, and promote a statewide awareness of these collections.
·
Coordinate
efforts to identify and build strong retrospective collections where
appropriate.
·
Promote
library efficiency and eliminate government waste by coordinating item
selection for under-utilized or voluminous materials with other libraries
located in the same geographic region.
·
Carry
out the weeding process in accordance with guidelines set forth by the
Superintendent of Documents and the Regional Library.
·
Check
all shipping lists to insure items selected are received and, if not, promptly
claimed.
·
Maintain,
in paper or electronic format, a record of item numbers selected and not
selected.
The Regional Depository
Library will:
·
Work
with depository libraries in Kansas to assure strong collections are maintained
throughout the state.
·
Assist
depository libraries in interpreting the Instructions to Depository
Libraries and monitor their adherence to directives and guidelines stated
in the Instructions and in other Superintendent of Documents sources.
·
Develop
a union list of commercial indexes, microform sets, and major documents related
holdings in depository libraries throughout the state.
·
Make
available guidelines for disposal regarding the manner in which material will
be disposed of and the format of exchange lists.
·
Serve
as a repository of all collection development policies and selective housing
agreements of Kansas's federal depository libraries.
·
Maintain
an awareness of the possible impact on depository libraries of other in-state
planning mechanisms, especially those that involve the networking and automation
of government information resources.
C.
Bibliographic Control
Goal: To assure that access to government information in all formats is
provided in depository libraries in the state.
Objectives:
Each depository library
will:
·
Acquire
the bibliographic tools, depository items and commercial indexes that are
needed to facilitate verification, acquisitions and retrieval of government
publications.
·
Provide
bibliographic control for government information in all formats that is
comparable to standards of access for other
library materials.
·
Provide
equipment needed for accessing the depository collection such as readers,
printers, computers, or other appropriate equipment.
·
Maintain
a Procedures Manual for the processing of all depository materials.
·
Maintain
corrections, additions, recommendations made in "Administrative
Notes" and the "Technical Supplement."
·
Maintain
a shelf list with piece-level records for all holdings, regardless of format.
The Regional Depository
Library will:
·
Provide
help and/or recommendations for meeting the above requirements.
·
Provide
current awareness material to the depository community.
D. Services
Goal: To assure depository
libraries provide public service of the highest caliber.
Objective:
Each depository library
will:
·
Provide
reference services using government information in all formats that are
comparable to reference service given using other library materials.
·
Cooperate
with non-depository libraries by providing reference and information services
upon request.
·
Provide
interlibrary loan services.
·
Provide
appropriate equipment for accessing or using federal information.
·
Provide
adequate space and equipment to house the documents collection in all formats
in a manner that will best facilitate public access and use.
·
Ensure
that access to the documents collection is ADA-compliant.
·
Provide
an adequate number of trained staff to assure a level of reference and/or
lending service equal to that provided for other library
collections.
·
Encourage
participation in continuing education programs by the depository library staff.
The Regional Depository
Library will:
·
Provide
statewide reference and interlibrary loan services, and retain a complete
retrospective documents collection in paper, microform, and electronic format
suitable for use by the borrowing libraries.
·
Encourage
communications between the Regional Library and other depository libraries
throughout the state of Kansas.
·
Encourage
continuing education for depository library staff as well as for non-documents
staff.
·
Provide
help and training for librarians newly assigned to administer depository
collections.
E.
Administration
Goal: To monitor a means of
identifying measures of accountability for the use of government information in
all formats.
Objectives:
Each depository library
will:
·
Use
measures of accountability for depository libraries as a basis for collection
development of government information collections.
·
Develop
partnerships between depository libraries within congressional districts and/or
geographic regions.
The Regional library will:
·
Provide
consultative services to depository libraries maintaining selective housing
agreements.
The Kansas State Plan
Advisory Council will:
·
Encourage
the development of measures of accountability in the use of government information
in all formats.
·
Monitor
implementation of the State Plan.
·
Monitor
Federal legislation affecting the Federal Depository System.
·
Provide
support in the completion of biennial surveys and self-study reports.
F. Public
Relations
Goal: To promote the collections
and services of depository libraries throughout the state of Kansas.
Objectives:
Each depository library and
the Regional Library shall strive to:
·
Promote
their resources to staff members within their own library, existing library
users, and residents of the state of Kansas.
·
Promote
collections through the use of Government Documents Web Pages.
·
Alert
non-depository library personnel on trends/topics pertaining to federal
government information.
·
Utilize
resources pertaining to the promotion of depository library collections.
·
Share
promotional ideas with colleagues from other depositories.
·
Encourage
use of federal government information by training staff and customers through
workshops, and participation in professional meetings.
Goals: To ensure access to
electronic government information and products.
Objectives:
Each depository library
will:
·
Comply
with the minimum technical guidelines set by the U.S. Government Printing
Office to the best of their ability.
·
Provide
knowledgeable staff to assist patrons in the use of electronic information.
·
Maintain
a homepage that will provide links to core collections of federal agency sites
and resources that support the depository program. The homepage should display the depository emblem and the
appropriate statutory language.
·
Maintain
an online catalog that will provide URLs for government material available via
the Internet.
·
If
possible, provide URLs for government materials available via the Internet
through the library's online catalog from links within bibliographic records.
·
Provide
government and/or commercial databases that enable users to access government
information as budgeting resources permit.
·
Promotion
and awareness of library's web pages with links to the core electronic
collection.
The Regional Depository
Library will:
·
Review
new products and developments in the area of electronic data and facilitate a
discussion about these products and developments.
·
Provide
assistance to selectives in accessing electronic information.
·
Encourage
selectives to develop their own documents web site.
H.
Preservation
Goals: To encourage the archiving
and preserving of government information in all formats.
Objectives:
Each depository library
will:
·
Devote
resources to the maintenance of the depository collection commensurate with
other non-depository library materials.
The Kansas State Plan
Advisory Committee will:
·
Develop,
along with the Regional Depository Library, guidelines for long term access and
use of government information in all formats.
·
Encourage,
along with the Regional Depository Library and selectives, the dissemination of government information in appropriate formats.
The Regional Depository Librarian shall report
annually to the Kansas State Plan Advisory Committee on the implementation of
this plan. The Kansas State Plan
Advisory Committee shall make recommendations and advise the Regional
Depository Librarian of appropriate actions for implementation of the plan.
In years ending with 0 or 5 the Kansas State Plan
Advisory Committee shall conduct a formal review of the plan's contents and
viability. It may recommend changes for
the consideration of the federal depository libraries in the state.
Any federal depository library in the state may
propose amendments and revisions to the plan.
All revisions or amendments to the plan must have the support of a
majority of the federal depository libraries in the state as represented by the
vote of the depository librarians.
Proposed amendments to the plan shall be distributed in advance. The Kansas State Plan Advisory Committee will be responsible for deciding if the amendment is to be voted on by mail or at the annual spring meeting of the Kansas Government Documents Roundtable (GODORT) that is held in conjunction with the statewide conference.
VIII.
Agreement Document
Kansas Federal Depository Library Plan Agreement Document
__________________________________,
depository number _______________,
a designated Federal Depository Library, agrees to participate in the State of Kansas Federal Depository Plan in an effort to
meet the goals of the Federal Depository Library Program. No part of the state plan negates the
library’s responsibility
under the FDLP and controlling authority, 44 U. S. Code sections
1901-1916.
_____________________________ _______________
Signature (Library Director) Date
_____________________________ _______________
Signature (Depository
Librarian) Date
Please return the signed agreement
to:
Ken Lohrentz
Regional Depository
Librarian
320 Anschutz Library
University of Kansas
Libraries
Lawrence, KS 66045-7537
785-864-4593 (voice)
785-864-5705 (fax)
klohrentz@ku.edu
List of
Depository Libraries in Kansas
Atchison
Benedictine College
Library
1020 North 2nd Street
Atchison, KS
6600201499
(913) 367-5340, ext. 2513
Baldwin City
Baker University
Collins Library
518 8th Street
Baldwin City, KS
66006-0065
(785) 594-8389
Colby
Colby Community College
H.F. Davis Memorial Library
1255 South Range
Colby, KS
67701
(785) 462-3984
Dodge City
Dodge City Community College
Learning Resource Center
2501 North 14th Ave.
Dodge City, KS
67801-2399
(620) 227-9287
Emporia
Emporia State University
William Allen White Library
1200 Commercial Street
Emporia, KS
66801-5092
(620) 341-5049
Hays
Fort Hays State University
Forsyth Library
600 Park Street
Hays, KS
67601-4099
(785) 628-4340
Hutchinson
Hutchinson Public Library
901 N. Main Street
Hutchinson, KS
67501-4401
(620) 663-5441, ext. 122
Kansas City
Kansas City Kansas Community College
Library
7250 State Ave.
Kansas City, KS
66112
(913) 596-9650
Lawrence
University of Kansas
320 Anschutz Library
University of Kansas Libraries
Lawrence, KS 66045-7537
(785) 864-4593
University of Kansas
School of Law Library
Green Hall
Lawrence, KS
66045-2824
(785) 864-2035
Manhattan
Kansas State University
Hale Library
Manhattan, KS
66506-1200
(785) 532-7449
Overland Park
Johnson County Library
Central Resource Library
9875 West 87th Street
Overland Park, KS
66212
(913) 495-2400
Pittsburg
Pittsburg State University
Leonard H. Axe Library
1605 South Joplin Street
Pittsburg, KS
66762-5889
Topeka
Kansas State Historical Society
Library
6425 SW 6th Ave.
Topeka, KS
66615-1099
(785) 272-8681, ext. 117
Kansas Supreme Court
Law Library
301 SW 10th Ave.
Topeka, KS
66612-1598
(785) 296-3257
State Library of Kansas
Statehouse, Capitol Building
300 SW 10th Ave.
Topeka, KS
66612-1593
(785) 296-6650
Washburn University
School of Law Library
1700 College Ave.
Topeka, KS
66621
(785) 231-1088
Wichita
Wichita State University
Ablah Library
1845 Fairmount
Wichita, KS
67260-3155
(316) 978-3155
[1] Joe Morehead, Introduction to United States government information sources (Englewood, Co. : Libraries Unlimited, 1999), 46.
2 Core competencies are defined in this document as knowledge of reference sources, skills, abilities, and professional behaviors that are expected of all reference staff who provide reference services to patrons seeking government information.