State Plan
for
Federal Depository Library Service

Developed by

The Arizona Federal Documents Planning Committee

In cooperation with

Arizona State Library, Archives and Public Records

Published by

Arizona State Library, Archives and Public Records

December, 1985

with revisions, 1993, 1998

Preface

Arizona's State Plan for Federal Depository Library Service is the result of collaboration among documents librarians interested in increasing recognition and use of federal depository library collections within Arizona, and in improving communication between depository libraries.

Impetus for drafting the Plan came during the Depository Library Workshop held at the State Library on March 14 and 15, 1984.   Joseph McClane, Depository Library Inspector for the U.S. Government Printing Office, conducted the workshop.   Documents librarians from throughout the state attended and agreed that a state plan for depository library service was both needed and feasible.   On the second day of the workshop, a state plan committee was formed by representatives of public libraries, the State Library, three state university libraries, and a community college librarian.   Jeff Fox, Planning Consultant from the Arizona Department of Library, Archives and Public Records, assisted the committee in establishing and utilizing a productive planning process.

During the initial meeting, the committee identified eighteen areas of concern common to depository libraries within the state.   These were subsequently consolidated into six major themes, each characterized by a broad problem/goal statement. The first draft of the plan was presented at the Arizona State Library Association's annual conference in Phoenix in December, 1984.   At that time copies of the draft, accompanied by letters encouraging critical review , were mailed to libraries throughout the state.   Numerous responses, most of them favorable, were relayed to committee members.   Work on the plan continued into 1985.   The final draft, completed in October, was presented to librarians at the 1985 annual ASLA conference.

Participation in the planning effort varied considerably during the time it took for the Plan to come to fruition.   The process was a lengthy and arduous one.   Despite this, high levels of commitment to the project and its ultimate objectives were maintained.   The committee takes pride in the fact that the Plan reflects Arizona's unique interests and concerns in the federal depository library system and hopes that the Plan results in more effective coordination of depository library service in our state.

The committee wishes to thank all those who encouraged its efforts.   Sharon Turgeon, Director of the Arizona Department of Library, Archives and Public Records, is especially recognized for her interest in the project and for providing considerable financial and administrative support.

Table of Contents

Preface

Summary of Goals

1. Regional Depository Library Services
         Specific Problems of Regional Depository Libraries
         Desired Situation/Goal and Objectives
2. Integration of Federal Documents with Other Library Services
         Goal and Objectives
3. Support Available to Non-Depository Libraries
         Goal and Objectives
4. Continuing Education for Depository Library Staff
         Goal and Objectives
5. Evaluation of Depository Library Collections and Service
         Goal and Objectives
6. The Arizona Depository Library Council
         Goal and Objectives

Appendix A:   Map of Federal Depository Libraries in Arizona

Appendix B:   List and Description of Arizona's Federal Depository Libraries

Appendix C:   Charter and Bylaws of the Arizona Depository Library Council

Summary of Goals

1. To establish, coordinate, and disseminate the policies and procedures of the regional depository library regarding the following services to selective depositories:
Collection Use and Circulation
Interlibrary Loan
Discards/Withdrawals
Replacement
Reference
Acquisitions
Advising/Consulting
2. To effectively integrate government publications reference services with other public services in depository libraries;

   To insure consideration of depository collections and services in local and statewide planning and systems development;

   To increase the degree of integration and use of federal publications by improving bibliographic control and access to federal publications, such as integrating documents into the library's online databases, utilizing OCLC, acquiring access to commercially produced indexes.

3. To define the levels and means of support available to non-depository libraries in the areas of reference service, interlibrary loan, public awareness and continuing education.
4. To increase the expertise and referral skills of documents reference staffs so that they make full and effective use of resources within their collections and within the state.
5. To gather and maintain files of information on public and instructional use of depository collections and services.
6. To provide depository librarians both opportunity and encouragement for implementing this plan and facilitating future communication and problem solving through formation and operation of the Arizona Depository Library Council.

1. Regional Depository Library Services

Current Situation

There is a need for greater definition, communication and coordination in regional depository library policies and procedures regarding the following services to selective depository libraries:

Collection use and circulation
Interlibrary loan
Discards/withdrawals
Replacement
Reference
Acquisition
Advising/consulting

Description of Arizona Depository Libraries

There are currently fifteen federal depository libraries in Arizona, including one regional.   There is an uneven geographic distribution of depository libraries and wide variations exist in the size and type of library.

Appendix A to this plan includes a map of the federal depository libraries in Arizona.   Appendix B lists Arizona depository libraries, including address, type of library, date of depository designation, percentage of items selected, collection strengths, types of services, and person in charge.   Appendix C contains the Charter and Bylaws of the Arizona Depository Library Council.

Responsibilities, Support and Enforcement

Statements of legal responsibility for regional depositories are found in the United States Code (1).   Statements of responsibility for regional libraries are also included in guidelines issued by the Depository Library Council to the Public Printer (2), and in GPO's Instructions to Depository Libraries (3).   Although statutory requirements and guidelines for regional depository library services exist, procedures for carrying them out are left to each regional library

The Government Printing Office provides no financial support to assist regional depositories in carrying out their mandated responsibilities.   Further, there exist no formal mechanisms for communication between the Government Printing Office (GPO) and regional libraries for matters concerning the operation of selective depositories, other than copies of official GPO inspection reports for selective depository libraries sent to regional libraries.   There is a resulting lack of uniformity in services provided to selective depository libraries and a lack of comments to regional depository libraries as to what services selective depository libraries need.

Specific Problems of the Regional Depository Library

Collection use and circulation:   hours of service, collection access policies and circulation policies are not well understood by other libraries and users throughout the state.

Interlibrary loan:   policies and procedures, both formal and informal, need clarification and promotion.

Discards/withdrawals:   regional depository library procedures in handling discards and withdrawals have been written and circulated (1989).   Some selective depository libraries may still not be aware of discard procedures or the types of materials that may be withdrawn.   The discard and withdrawal procedures should be updated and distributed to all selective depository libraries and education in these areas should be initiated by the regional librarian.

Replacement:   practices that are being observed are not well understood by selective depository libraries.   Libraries should be made aware of the efforts made in this area.

Reference:   levels of service, hours of service, expertise and availability of staff, and physical accessibilities of documents need clarification.   Types of services offered and fees charged for certain services should be made known to the selective depository libraries.

Acquisition:   federal statutes do not permit regional depository libraries to select acquisitions, with a few exceptions; therefore, the regional must receive and retain all items offered for depository distribution.   Regional depositories are evaluated by GPO according to completeness of their retrospective collections; however, the priority of the retrospective acquisition by the Arizona regional depository should be made clear to all depositories in the state.

Advising/consulting:   regional depository responsibilities in this area are poorly defined in existing guidelines.   The ability to respond to such demands from selective depository libraries varies by circumstances and need.  Selective depositories may not be aware of the availability of such services nor the means to obtain them.   The regional should have contact with the selective depositories and offer these services.

Desired Situation

1. Open, active channels of communication will be established between all Arizona depository libraries.
2. Depository library operations will be more efficient, particularly in the areas of interlibrary loan and the withdrawal and exchange of materials.
3. Depository library reference services throughout the state will be more effective.
4. Documentation of regional depository library policies and procedures will facilitate continuity in operations and services as staffs change.

Goal

To Establish, Coordinate, And Disseminate The Policies And Procedures Of The Regional Depository Library Regarding The Following Services To Selective Depositories:

Collection Use And Circulation
Interlibrary Loan
Discards/Withdrawals
Replacement
Reference
Acquisition
Advising/Consulting

Objectives

1. The regional depository shall establish formal, written policies and procedures in areas outlined above where no policies currently exist.

2. The regional depository library will distribute its policies and procedures to selective depositories.

3. The Arizona Depository Library Council (Section VI) will provide opportunities and mechanisms for feedback in adjusting these policies and procedures.

4. The regional depository library will inform all other depository libraries of changes in these policies and procedures.

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2. Integration of Federal Documents with Other Library Services

Current Situation

The value of federal government publications as a major public information source is underestimated by non-documents librarians, staff and administrators throughout the state.   Neglect of such a vast and inexpensive resource is a disservice to Arizona library users.   Lack of documents knowledge and use in the library community is due at least in part to insufficient awareness, interest, and expertise.   This results in a reticence to use existing bibliographic tools and retrieval systems, inability to use these tools appropriately and to their maximum advantage, and in the lack of adequate consideration of documents in statewide library planning efforts and funding.

Desired Situation

1. Use of federal depository collections in Arizona will increase.
2. Depository library services to the public will improve as a result of:

1. open interaction between non-documents and documents librarians and staff;
2. increased awareness of and referrals to documents access tools and services by non-documents staff;
3. greater use of documents collection by non-documents staff.

3. Depository library collections and services within the state will receive greater support by administrators and statewide library organizations and planning committees.   These collections will also be considered in plans for statewide retrieval networks and general resource sharing.

Goal

To Effectively Integrate Government Publications References Services with Other Public Services in Depository Libraries;

To Insure Consideration of Depository Collections and Services in Local and Statewide Planning and Systems Development.

To Increase the Degree of Integration and Use of Federal Publications by Improving Bibliographic Control and Access to Federal Publications.

Objectives

1. Depository librarians will provide on-site training in the use of documents bibliographic tools and retrieval systems and will work toward integrating documents resources into general staff orientation and training programs.
2. Depository librarians will keep library administrators and planning groups informed about the federal depository library program, changes and developments in the program, and service responsibilities.   Each depository's legal obligation to provide free public access to federal documents will be regularly emphasized to library administrators and planning groups.
3. Depository librarians will work more closely with other units in their library and share technologies.
4. Depository librarians will ideally maintain currency on the literature relevant to new technologies and keep their library administrators and planning groups informed of these new documents-related technologies.

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3. Support Available to Non-Depository Libraries

Current Situation

There are no clear indicators of the levels of support depository libraries provide to non-depository libraries in the areas of reference service, interlibrary loan, public awareness and continuing education.

The United States Code (4) stipulates that depository libraries must provide free access to their collections and services to the general public.   However, the definition of "general public," especially in regard to institutional users, is left to each library.   As a result, depository library policies concerning services available to other libraries (specifically in the areas of reference, interlibrary loan, promoting public awareness of documents, and provision of opportunities for continuing education for librarians) vary widely.   To further complicate the problem, some potential institutional users of depository collections and services are not aware of the resources available to them.

Desired Situation

1. Open, active channels of communication will be established between depository and non-depository libraries throughout the state.
2. Non-depository libraries will be informed of the major holdings and current acquisitions of all Arizona depository libraries.   Also, non-depository libraries will be given the opportunity to participate in the withdrawal/discard procedures of depository libraries.
3. Non-depository libraries will be informed of the reference and interlibrary loan services available to them from depository libraries.
4. Non-depository libraries will be informed of the various techniques and resources available for promoting use of document collections.
5. Non-depository libraries will be provided opportunities for continuing education in documents-related topics sponsored by the Arizona State Library Association's Government Documents Round Table, the Arizona Department of Library, Archives and Public Records, U.S. Government Printing Office, Arizona depository libraries, and other professional library groups.

Goal

To Define the Levels and Means of Support Available to Non-Depository Libraries in the Areas of Reference Service, Interlibrary Loan, Public Awareness and Continuing Education.

Objectives

1. Arizona depository libraries will document existing services available to non-depository libraries in the areas outlined above.
2. Depository libraries will gather information from non-depository libraries with regard to their expectations and needs for services from the depository libraries in these areas.
3. Depository libraries will identify service priorities and unmet needs of non-depository libraries and determine ways to improve depository services to them.
4. Depository libraries will make use of existing vehicles for communication of policies, services and resources available to non-depository libraries and investigate new avenues of communication.
5. Depository libraries will publicize depository services and resources to the non-depository library community.

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4. Continuing Education for Depository Library Staff

Current Situation

Collections in depository libraries are underutilized.   Due to increasing complexities of government publications and their indexes in print and non-print formats, continuing education will be needed for documents reference staff.   Efforts to provide continuing education opportunities for documents staff interested in improving their knowledge of and/or skill in working with federal government publications is an on-going need.

Desired Situation

1. Staffs of depository library collections will have an in-depth knowledge of the nature and scope of their collections.
2. Reference assistance involving federal publications will be as prompt and accurate as can reasonably be expected, given local constraints on staffing, etc.
3. Staff will have sufficient knowledge of their collections to make referrals to alternate sources, as appropriate.
4. Arizona Council members will provide training opportunities and consulting for their colleagues in their areas of expertise, as reasonable.
5. The Arizona Council will encourage the staffs of depository library collections to advance their knowledge of government publications.   Exchange of information among members of the Council is encouraged.

Goal

To Increase the Expertise and Referral Skills of Documents Reference Staffs so that They Make Full and Effective Use of Resources Within Their Collections and the State.

Objectives

1. The Arizona Depository Library Council (Section Vl) will encourage depository libraries throughout the state to survey the need among their documents staff for training in documents reference and referral skills.
2. The Arizona Depository Library Council will promote the development of continuing education opportunities in documents librarianship among depository libraries in Arizona by providing a forum in which the various means of increasing such opportunities can be pursued.   The Council will also provide leadership in coordinating and publicizing such opportunities, and in making them available at the widest possible range of locales.
3. The Arizona Depository Library Council will also investigate additional sources of assistance in developing continuing education opportunities for all Arizona librarians interested in increasing their documents reference skills.
4. The Council will encourage participation in documents-related organizations at the local, state, regional, and national level.
5. The Council will encourage research and publication relevant to documents librarians.
6. The Council will seek to identify sources of funding to support documents-related activities and programs.

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5. Evaluation of Depository Library Collections and Services.

   Current Situation

   Information on public and institutional use of depository collections and services is lacking. In order to evaluate the effectiveness of depository libraries in fulfilling their statutory responsibilities to provide resources and services to users, there must be a standard means of measuring such collection and service use.

   The following inconsistencies exist:

   1. The sole existing mechanism (i.e., the Biennial Survey) is inadequate. GPO and the Depository Library Council are currently examining ways to improve the Survey and to identify additional areas for which statistics would be useful.
   2. Each library has different procedures for gathering and reporting statistics as well as various requirements imposed by outside agencies.   For some Arizona depository collections, statistics may not be available at all.
   3. In the past, there has been no means whatever for gathering or reporting data on the type and volume of transactions conducted between Arizona depository libraries.

   Desired Situation

   1. Arizona Depositories forward to the Regional Depository on a periodic basis the following reports:

      1. Annual departmental report;

      2. Collection policy statements and statistics policy statements (if any are available);

      3. GPO Biennial Survey.
         It is the responsibility of the Statistics Committee members to notify and remind Depository librarians directly and at each Arizona Council meeting, that each Depository ought to comply with this requirement.   The Regional Depository will keep files of these reports to be used for comparative analysis as needed by the Arizona Council, the Statistics Committee, or anyone interested in doing such work.

   2. Develop voluntary use standards and collection standards.   Recommend a time frame to collect statistics.
   3. Monitor GPO Depository Library Council, American Library Association/ GODORT and other appropriate organizations' activities and requirements in the area of statistics gathering and reporting.
   4. Compile and distribute resulting data on a regular schedule.   Maintain data files for future use and for trend analysis, etc.

   Goal

   To Gather and Maintain Files of Information on Public and Institutional Use of Depository Collections and Services.

   Objectives

   1. Undertake a feasibility study to determine what kinds of information are currently being gathered, and identify what can be done to improve or increase the availability of needed information.
   2. Standardize procedures for gathering needed data, as well as types and format of data collected.   Establish procedures for reporting transactions among Arizona depository libraries.
   3. Establish a minimum reporting requirement for depository libraries in Arizona.
   4. Monitor GPO, Depository Library Council, American Library Association/ GODORT, and other appropriate organizations activities and requirements in the area of statistics gathering and reporting.
   5. Compile and distribute resulting data on a regular schedule.   Maintain data files for future use and for trend analysis, etc.

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6. The Arizona Depository Library Council

   Current Situation

   Effective channels for discussing interests, needs and problems specific to depository libraries within the state have never been established.   Many factors have contributed to this situation, including geographic distribution of depository libraries and variation in the sizes and types of depository collections within these libraries.   The need for such a forum is illustrated by the variety and nature of issues addressed in this plan.

   Desired Situation

   A depository library forum, consisting of the designated responsible depository librarians and other interested parties within the state, will meet on a regular basis to discuss documents issues and to recommend actions to resolve such concerns.

   Goal

   To Provide Depository Librarians Both Opportunity and Encouragement for Implementing this Plan and Facilitating Future Communication and Problem Solving Through the Formation and Operation of the "Arizona Depository Library Council."

   Objectives

   1. To convene the Arizona Depository Library Council, comprised of representatives from the federal depository libraries in Arizona and others committed to accomplishing the objectives of this plan.
   2. The Arizona Depository Library Council will:

   1. formulate its own membership and operating rules;
   2. establish a formal agenda of concerns to be addressed and a timetable in which to address them;
   3. adopt, as its primary mission, the implementation of this plan.   The Council will also establish criteria for evaluating the objectives of this plan and make revisions as needed;
   4. use whatever means considered appropriate to facilitate communication and cooperation among Arizona depository libraries with the overall goal of enhancing access to depository library collections and improving depository library services for all citizens of the state.

Endnotes

1. 44 U.S.C. 1912.


2. Guidelines for the Depository Library Program (Washington, D.C.:   Government Printing Office, revised 1987, 1996).


3. Instructions to Depository Libraries (Washington, D.C:   Government Printing Office, revised 2000).


4. 44 U.S.C. 1911.

Appendix B:   List and Description of Arizona's Federal Depository Libraries

0022B Apache Junction Public Library
1177 North Idaho Road
Apache Junction, AZ   85219-2822

Phone:   (480) 474-8555
Fax:   (480) 983-4540
http://www.ajpl.org/

0022A Central Arizona College
Library
8470 North Overfield Road
Coolidge, AZ   85228-9779

Phone:   (520) 426-4286
Fax:   (520) 426-4284
http://www.centralaz.edu/Library/Library.htm

0024 Northern Arizona University
Cline Library
Building 28, Knoles Drive
Flagstaff, AZ   86011-6022

Phone:   (928) 523-6805
Fax:   (928) 523-3770
http://www6.nau.edu/library/info/refresources.cfm?subject=Government Information

0025A City of Mesa Library
64 East 1st Street
Mesa, AZ   85201-6768

Phone:   (480) 644-2207
Fax:   (480) 644-2991
http://www.mesalibrary.org

REGIONAL
0022 Arizona State Library, Archives and Public Records
Law and Research Library Division
1700 West Washington Street, Suite 300
Phoenix, AZ   85007

Phone:   602.542.3701 or 800.228.4710 (Arizona only)
  Phone as of July 1, 2007:   602.926.3870
Fax:   602.542.4400
  Fax as of July 1, 2007:   602.256.7984
http://www.lib.az.us/is/feddocs/index.cfm

0026 Phoenix Public Library
1221 North Central Avenue
Phoenix, AZ   85004-1867

Phone:   (602) 262-4636
Fax:   (602)261-8751
http://www.phoenixpubliclibrary.org/

0027B Yavapai College
Library
1100 East Sheldon Street
Prescott, AZ   86301

Phone:   (928) 776-2261
Fax:   (928) 776-2275
http://www2.yc.edu/content/libraryservices/

0026A Arizona State University
Ross-Blakley Law Library
Lemon & McAllister Streets
Tempe, AZ   85287-7806

Phone:   (480) 965-6144
Fax:   (480) 965-4283
http://www.law.asu.edu/?id=8503

0025 Arizona State University
University Libraries
Tempe, AZ   85287-1006

Phone:   (480) 965-3390
Fax:   (480) 965-9308
http://lib.asu.edu/hayden/govdocs/

0027A Tucson-Pima Public Library
NOW:   Pima County Public Library
101 North Stone Avenue
Tucson, AZ   85701

Phone:   (520) 791-4393
Fax:   (520) 791-2672
http://www.library.pima.gov/locations/main/

0023B University of Arizona
James E. Rogers College of Law Library
1201 East Speedway
Tucson, AZ   85721-0176

Phone:   (520) 621-1413
Fax:   (520) 621-3138
http://www.law.arizona.edu/library/

0023 University of Arizona
Main Library
1510 East University Boulevard
Tucson, AZ   85721-0055

Phone:   (520) 621-6441
Fax:   (520) 621-9733
http://dizzy.library.arizona.edu/library/teams/sst/pol/guide/govdocs.html

0025B Northland Pioneer College
Little Colorado Campus Library
1400 East 3rd Street
Winslow, AZ   86047-

Phone:   (928) 289-6520
Fax:   (928) 289-6521
http://www.npc.edu/library/

0027 Arizona Western College
Academic Library
2020 South Avenue 8E
Yuma, AZ   85365-

Phone:   (928) 344-7777
Fax:   (928) 344-7751
http://www.azwestern.edu/learning_services/academic_library/

Appendix C:   Charter and Bylaws of the Arizona Depository Library Council

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Updated:  04/22/2008