ASERL’s Collaborative Federal Depository Program: Innovating within a Regulatory Framework Bonnie MacEwan, Auburn University David Durant, East Carolina University Bill Sudduth, University of South Carolina

Association of Southeastern Research Libraries (ASERL) Collaborative Federal Depository Program (CFDP) Bill Sudduth Head, Government Information, Microforms, Newspapers, and Maps University of South Carolina

CFDP Goals Collections – complete cataloged collections based on an agency (Dept. of Education), topic (Panama Canal), or format (maps) Spaces – shared spaces throughout the southeast Services – Centers of Excellence (COE) supported by expertise and access to collections Tangible item based program o COE collects copies for access as well as preservation o Collections at regionals are above Tittle 44 requirements

Parallel Projects – One Outcome IMLS Grant Oct 2009-Sept 2012 South Carolina (US Dept. of Ed 1979-, Kentucky (WPA), Florida (Canal Zone) and ASERL Proof of concept for CFDP Inventory, catalog, identify gaps, and develop tools to complete targeted collections based on local strengths ASERL Guidelines for FDLP Collections Dean’s Implementation Plan Draft approved April 2010 Final approved April 2011 Administrative support to implement a developing proof of concept Commitment to expanding Centers of Excellence concept Development of the ASERL Disposition tool

A Dean’s Perspective Bonnie MacEwan Dean, University Libraries Auburn University

What has changed? All of our processes The nature of our collections Our workflows and staffing Our public areas

Collections Paper to electronic Owned to licensed Delivered to user’s desktop or office “Just In Case” to “Just In Time” selection models Information in short supply to Information Overload Paper on a shelf to many delivery mechanisms – iPad, iPhone, computer -- and trusty paper

Are government documents a collection? Collections are managed Collections are selected to serve the primary clientele Collections are made available to other users but not collected for them Collections support the reputational aspirations of the holding institution

Auburn University Libraries Government Documents Collection Over 1 million paper volumes Over 2 million microfiches/microcards Occupies ¼ of the 1 st floor of the library Occupies ¼ of the closed stacks area A depository since 1907

But are these documents… “Free” like a beer? “Free” like a puppy?

Costs? Cost to process Cost to maintain Cost of the space

Service questions Who is using the collection? How are they using it? What are the alternatives?

Why the ASERL FDLP Plan? We need to explore a viable alternative – the current plan is not sustainable ASERL is the right group, the right size and has the right mission and history of cooperation ASERL has a strong organizational structure and leadership We have the expertise and energy including the expertise Judy Russell brings We are motivated – like most large library deans, we believe the time has come

How this would be an improvement My library has a huge investment in terms of space and other resources Much material is not cataloged so it is not really accessible even if we have it The model of depending on a staff member to interpret the collection is long out of date Current GPO policies do not reflect the way users access and find information

Tough Love I’m a collections person. I value well selected, accessible, well maintained collections I value subject expertise I am concerned about patron access I am concerned about the lack of discovery for government documents I know we have to respond to change If documents collections don’t change, they will die of their own weight

The ASERL plan Probably isn’t perfect and may need to change over time It does make sense It doesn’t threaten the existence of government documents It doesn’t mandate that any ASERL member get rid of anything -- although it provides the opportunity for Selectives It’s a start and it’s past time to get started

A Regional’s Perspective Bill Sudduth Head, Government Information, Microforms, Newspapers, and Maps University of South Carolina

Requirements of a Regional Federal Depository Library (Title 44) Retain publications permanently, except superseded (Section 1911) Receive copies of all new and revised publications authorized for distribution (Section 1912) Provide ILL, reference service and assistance to depository in the disposal of unwanted publications (Section 1912) Permit depository libraries, within the area served by them, to dispose of publications which they have retained for 5 years after first offering them to other depository libraries within their area, then to other libraries (Section 1912) Source: Legal Requirements & Program Regulations of the Federal Depository Library Program, June 2011, p. 3

Withdrawal of depository material Three options in the current guidelines o Require Selectives to compile lists of publications they wish to withdraw from their collections Specific categories of formats can be exempted o Conduct an in-person review of the publications to be discarded o Require Selectives to check discards against the regional’s or a union “needs” list Source: Legal Requirements & Program Regulations of the Federal Depository Library Program, June 2011, p. 9 (Guideline #61)

Need for retrospective cataloging Ensure complete collections o Do we need 10 complete collections in SE? Managed approach to build targeted collections based on local strength and expertise Collections + expertise = value Outreach + training = public awareness A Regional’s Perspective

Original partner on IMLS grant Academic interest with strong Education programs U.S. Department of Education (1979-current) o Issues related to a current on going agency o Multiple formats o Assumption that collections are cataloged Many Selectives in SC are weeding paper collections – opportunity to fill gaps and build what might become the ONLY tangible collection in the state Leverage the strengths of the ASERL partnership including shared catalog and ILL delivery University of South Carolina

A Selective’s Perspective David Durant Federal Documents & Social Sciences Librarian East Carolina University

Member since 1951 Selective Depository (currently receives 68% of available items) Legacy collection in print and microfiche; Electronic collection Largest depository east of the Triangle The J. Y. Joyner Library in the FDLP

Why is the J. Y. Joyner Library Involved in CFDP? Enhance role within ASERL Build ties to other depository libraries in the region and foster greater local and regional cooperation Help preserve print documents

Increase awareness and visibility of federal documents at the J. Y. Joyner Library (enhance value of legacy print collection) Greater ability to build collection as needed Streamlined, more rapid and efficient Needs & Offers process Involvement in ASERL program increases our commitment to and effectiveness within the FDLP Why is the J. Y. Joyner Library Involved in CFDP?

Why HUAC/HCIS? Great historic importance Tied to other library collections (ex: Hoover Collection) Relatively small collection Already cataloged Already have sizable holdings (250 HUAC, 60 HCIS) Retrospective ( : no major growth)

Issues Filling gaps in collection (pre-1950 materials in particular) Circulation? Obtaining second copies Digitization? Promotion / rollout Web presence

Questions?

Contact Information David Durant East Carolina University J. Y. Joyner Library Greenville, NC Ph. (252) Bonnie MacEwan, Dean Auburn University Libraries Auburn, Al Ph. (334) Bill Sudduth University of South Carolina Thomas Cooper Library Columbia, SC Ph. (803)