1. Preservation and Access of Regional Federal Depository Library Collections Fifteen Year Review of Regional Depository Collections at the University of South Carolina Libraries

2. University of South Carolina’s Regional Federal Depository Library Collection  FDL since 1884  Shared Regional with Clemson University 1984-2010  Full Regional since 2010  ASERL Center of Excellence for U.S. Department of Education materials

3. State of the FDL Collection in 1999  FDL collection at 125% capacity  Collection area subject to water leaks  Collection not browse-able  Only items since 1976 were in the Library’s catalog  Barcoding and circulation of items done on the fly

4. Planning and Process Selection of items to send to the annex (1999-2001) Processing the items (started in late 2001) Physical assessment of items selected for the annex

5. Selection of items Fragile items or items needing stable environmental conditions Materials that had alternative formats Serial Set – used micro-card collection until purchase of online access Little used materials Focused on late 19 th and early 20 th century brittle paper era Need to select items that would have a low recall rate Large run titles or serials – more efficient processing

6. Processing All items going to the annex have to have items level records and linked to a barcode All materials must be free of dust and mold Items must have a record in the OPAC and identified as being in the annex

7. Access to the Collection Through the Library’s OPAC Recalled materials delivered twice a day Online form – items delivered to circulation Staff requested items – sent to department Online form later replaced by “Request” button in OPAC

8. How much is in Storage Between 185,000-225,000 items measuring over 9,548 linear feet That’s about 1.8 miles or 3 km of shelving About 25-33% of the collection 5,468 CD-ROMs measuring 154 linear feet 1,369 posters About 200,000 map sheets – topo maps for 47 states South Carolina, Georgia, and North Carolina kept in-house Most states sent in bundles – not individually barcoded

9. Collections in Storage Serial Set – volumes 1-14,999, except for special items (few hundred) Agriculture, Interior, Treasury, War Department Congressional materials – 105 th Congress and older Except for Issues of general interest and South Carolina Duplicate Center of Excellence items (ED, FS)

10. What has been sent (linear feet) Agriculture (37) Army Manuals (192) Treasury (110) War Department (100) Congressional Serial Set (1236) EPA (58); Congressional (150) GRA&I (100)

11. Benefits Created much needed space when there was none Reference collection reduced by 576 linear feet Seating increased from 20 to 100 seats Space to accept discards from selectives (ensure state-wide collection) Ability to become Center of Excellence Added large number of pre-1976 materials to OPAC Sense of accomplishment, measureable results, better control of collections

12. Costs (not necessarily a downside) Increased workload from 2001 through 2008 At first, the need to keep pace with new receipts Collection in worse condition and thought – cleaning and mold abatement After 2012, Annex at 80+% capacity Need to ration space – limited to 100 linear feet per year 2013-2014 only sent 40 linear feet

13. Final take-away South Carolina has had a functional storage plan that includes Federal Depository materials since 2000 These materials are more accessible and well preserved Items in the storage facility treated equally to other library materials Has provided options to improve service and collection use Freed up space to combine GovInfo and Maps service points and collections Increased seating in area 5x

14. Bill’s reaction to GPO Survey Responses This is not a new issue – Presentation with Ann Miller in October 2003 Equal treatment does not allow for equally poor treatment GovInfo collection need to be part of overall plan Items must be in OPAC, accessible, and proper temp/humidity control Temporary needs to be temporary (there must be a stated final solution) Closed stacks and temporary storage is NOT the same as high-density storage facilities designed to specifically house library materials