Federal documents
Introduction
The University Libraries of Virginia Polytechnic Institute and State University were designated as a selective Federal depository for the Ninth Congressional District in 1907. The libraries are one of three depositories in the district, the others being University of Virginia's College at Wise and Emory and Henry University. At present, of the items available for selection, the libraries receive about 70%.
The libraries have a strong documents collection including long runs of agency annual reports, complete sets of agricultural series, and strong collections in education, health, business, transportation, military history, and census. In addition, the libraries have purchased microform backup sets of the United States Congressional Serial Set, Congressional publications since 1970, Census records from 1790-date, chemical patents dating from January 1976, and statistical publications after 1977. The libraries purchase all of the necessary commercial indexes, including an online version of the Monthly Catalog of U.S. Government Publications and other electronic indexes to provide access to our collections.
The goal of our collection development is to preserve our historical collections of value to our constituency for research, to select those items we consider germane to the needs of the university and the Ninth Congressional District, and to deselect and weed irrelevant item selections and publications.
The university libraries will follow the Instructions to Depository Libraries in all matters, including selection and disposal of Government Printing Office's (GPO) depository materials. We also follow the Guidelines For Disposal Of Government Depository Publications issued by the Virginia regional depository.
Selection Responsibility
Selection of items to be received is made by the documents librarian in consultation with subject specialists for their respective subject specialties, with the documents librarian making interdisciplinary and general decisions and having final responsibility for all decisions. Deselection is done by the documents librarian in consultation with the subject specialists. The documents librarian also recommends purchase of commercial tools that enhance accessibility of the documents collection.
Criteria For Selection
Every effort is made to select those publications needed to meet the curriculum and research needs of all departments of the university. In addition we endeavor to meet the information needs of the community and the Ninth Congressional District, as required by the GPO's Instructions To Depository Libraries. Because of its location in a rural area of southwest Virginia, and because we are the land-grant university of the state and the largest library in this region of Virginia, we serve a wide geographic area, including the City of Roanoke, the Roanoke Valley, the Commonwealth of Virginia and bordering areas of West Virginia. We provide service to industry, other colleges, professional people, and local branches of government agencies such as the U.S. Forest Service. Publications are selected to meet all of these needs.
The documents librarian controls a fund used to purchase extra copies of heavily-used items, replacement of lost items, additional formats and reference works. Gifts may be added at the discretion of the documents librarian. In addition, the documents librarian contacts agencies directly for documents sought by patrons that have not been received through the depository system.
Format
Selection of format is made on a case-by-case basis. For those items offered in dual format (microfiche and paper), we generally select paper; in some instances these are later replaced by purchased microformats. We select all of the CD-ROM products of the Bureau of the Census and most from other agencies. Online services and other computer products are selected as they become available. The push for more electronic publishing and dissemination by the federal government has made many publications available to patrons in remote areas and many formerly out of profile publications available to patrons. Electronic publications are made available through the Government Documents Resources web page.
Levels Of Collection
Collection levels based on ALA standards, and similar to those used for collection development in subject areas, have been developed by the documents librarian. The collection levels were used to determine the general collection level by agency. A list of the most important agencies, together with the level to be collected is provided at the end of this policy. (In general the research level will be followed for most agencies.) They will also be applied to types of material as outlined below. Following is a list of collection level definitions:
- Comprehensive Level All available items will be selected.
- Research Level All materials that would be deemed necessary for dissertations and independent research at the graduate and undergraduate levels will be selected.
- Instructional Support Level Selection will include a wide variety of materials that could be used for general undergraduate work, as well as materials of interest to the general public.
- Basic Level Only the most important works and representative samples will be selected.
- Minimal Level Very few selections will be made. The levels defined above will be applied to types of material as follows.
Formats
- Annual Reports will be selected and retained indefinitely for all major agencies.
- General Publications may be selected at the discretion of the subject bibliographer. Will be selectively weeded after five years.
- Periodicals will be selected and retained at the discretion of the Documents Librarian after consultation with the appropriate subject specialist. Other periodicals, such as bulletins, newsletters, news releases, etc. will be selectively weeded after five years. Periodicals to be retained longer than five years will be bound when possible. Circulars- (except research circulars will be weeded heavily after five years. Laws (issued separately by agencies) - will not be selected.
- Maps will be comprehensively selected at the discretion of the subject specialist for maps.
- Regulations (issued separately by agencies) These may be selected as circulating copies, since the Code Of Federal Regulations does not circulate.
- Posters will be selectively collected.
- Press Releases generally will not be selected and will be heavily weeded after five years.
- Handbooks, Manuals, and Guides may be selected at the discretion of the subject specialist. Only the latest edition will be retained.
- Superseded documents will be weeded on a regular basis following the GPO's Instructions To Depository Libraries and the Guidelines for the Disposal of Government Depository Publications issued by the Virginia Regional Depository at the discretion of the documents librarian, in consultation with the subject specialists if necessary. The Superseded List will be used as a guide.
Collection Levels By Agency
AGRICULTURE Research COMMERCE Research CENSUS Comprehensive NATIONAL INSTITUTE OF STANDARD & TECHNOLOGY Research NATIONAL OCEANOGRAPHIC AND ATMOSPHERIC ADMINISTRATION Research CONGRESS Comprehensive DEFENSE Instructional Support DEFENSE MAPPING AGENCY Research ENGINEER CORPS (ARMY) (D103) Instructional Support EDUCATION Research ENERGY Research ENVIRONMENTAL PROTECTION AGENCY Research FEDERAL EMERGENCY MANAGEMENT AGENCY Basic FINE ARTS COMMISSION Comprehensive GENERAL ACCOUNTING OFFICE Research GENERAL SERVICES GENERAL Basic FEDERAL SUPPLY SERVICE Basic GENERAL SERVICES ADMINISTRATION Research GOVERNMENT PRINTING OFFICE Research HEALTH AND HUMAN SERVICES Research HOUSING AND URBAN DEVELOPMENT Research INTERIOR Research INTERSTATE COMMERCE COMMISSION Research JUSTICE Instructional Support LABOR Research LIBRARY OF CONGRESS Comprehensive NATIONAL AERONAUTICS AND SPACE ADMINISTRATION Research NATIONAL ARCHIVES & RECORDS ADMINISTRATION Comprehensive NATIONAL LABOR RELATIONS BOARD Research NATIONAL SCIENCE FOUNDATION Research NUCLEAR REGULATORY COMMISSION Minimal PEACE CORPS Instructional Support PERSONNEL MANAGEMENT Instructional Support PRESIDENT Research SECURITIES AND EXCHANGE COMMISSION Research SMALL BUSINESS ADMINISTRATION Research SMITHSONIAN INSTITUTION Comprehensive STATE DEPARTMENT Research TREASURY DEPARTMENT Instructional Support TRANSPORTATION DEPARTMENT Research UNITED STATES INFORMATION AGENCY Basic UNITED STATES POSTAL SERVICE Basic VETERANS ADMINISTRATION Basic
Revised 10/2000
