Government Publications Department
Tennessee Regional Depository
Procedures for Withdrawal of U.S. Government Depository Publications
Selective U.S. depository libraries served by a regional may withdraw depository publications
which are no longer needed and which have been held for at least five years from the
date of receipt. Withdrawal of depository publications by depository libraries in
Tennessee must be according to these guidelines and procedures which are designed
to insure that legal requirements are met, that valuable information is not lost and
that publications to be withdrawn are handled in the most efficient manner for all
libraries. These procedures are based on Instructions to Depository Libraries, 1992
and a Memorandum to Regional Librarians from the Chief of Depository Services, Library
Program Services, Government Printing Office dated April 7, 1995. [Excerpts from the
Memorandum, Appendix II]
The above mentioned Memorandum has direct implications for most states. However, Tennessee
has not withdrawn even once completely through all department and agency receipts.
We are still building our retrospective collections. All other states basically completed
this process long ago and have retrospective collections. Having a complete retrospective
collection allows regionals to have "Needs" lists which can be checked by libraries
wishing to withdraw rather than requiring a selective library to prepare a list. There
may be instances where the Tennessee regional can give permission to discard without
a list. Notify the regional if the library has a large set of material to withdraw.
It is possible the regional may already have the material and a list may not have
to be submitted. Also notify the regional if the library has large amounts of microfiche
to be discarded. Microfiche may not have to be listed.
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II. HISTORICAL NOTE
Tennessee is the last state to have a regional depository (1989). At that time, shared
archival holdings agreements were entered into. ( See Tennessee Depository Flyer No.
1, August, 1990) Appendix I is a list of Departments and Agencies of the federal government
which are held by the shared holdings libraries.
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III. PROCEDURES FOR WITHDRAWING PUBLICATIONS
1. Except for those which are exempt, all publications must be retained for five years
from the date of receipt. "Exempt" publications are those listed in the Superseded
List: U.S. Documents that May Be Discarded by Depository Libraries, Annotated for
Retention by Regional Depositories (Rev. 1996).
[Guidelines for substitutions for depository materials are found in Chapter 11 of
the Instructions to Depository Libraries. The original depository copies can be offered
for discard before the five year retention period and must be offered to the regional.
The substitute copies will then be treated as depository materials and will be subject
to the same rules that govern the care and treatment of other depository materials.]
2. Withdrawing libraries prepare a list of the publications to discard in SuDoc number
order. Include the library name and date on each page. The receiving library may request
an estimate for the number of volumes to be withdrawn or a linear measurement, and
approximate dates, and format if other than paper. Indicate format if other than paper.
(i.e. pamphlet, cd's, oversize).
A. For monographs and cuttered series, the description should include the SuDocs number
and brief title.
Example: TD 8.8:P75/7 Manual of Model Police Traffic...
B. For numbered series, the description should include the SuDocs stem and series
title, beginning and ending numbers with "some missing" note if appropriate.
Example: L 2.3:1684 - 2210 (1971-1981)
C. For serials, the description should include the SuDocs stem number and title, years
or volumes and a "some missing" note if appropriate.
Example: A 106.17: Family Economics Review 1969-1990
3. The library may mail cards or copy the shelf list rather than make a list.
4. The regional will check the list and return it, marking the publications which
it needs. Withdraw and send the publications
5. If the regional library needs shelf list cards for the publications; the regional
library will request them. Provide cards only for those publications noted by the
regional library. For series, one card with holdings is adequate.
For monographs, individual 3x5 cards must be prepared if requested. At a minimum,
the cards should contain the SuDoc number and title.
6. The SuDoc number should be placed on the front cover on the top left corner of
all publications sent to the regional. The SuDoc number should be in form of a typed
label or written in ink -NOT IN PENCIL. Pack boxes in SuDocs order and number boxes
in order. Do not pack boxes too heavily.
7. Postage is the responsibility of the withdrawing library.
8. After lists have been reviewed by the designated library, the withdrawing library
should send the reviewed list to the regional library for further review in order
to fill gaps/missing issues in the regional collection.
9. The regional will advise if any publications not taken by Tennessee libraries need
to be offered on the national "Needs and Offers" List. Listing on the national list
will be rare for most libraries. Libraries are not required by the regional nor the
Government Printing Office to list publications in the national list, but the regional
may strongly recommend listing in some cases where documents are particularly desirable.
Since Tennessee is the last state to discard, our libraries may have older material
which would be valuable to libraries in other states.
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IV. WITHDRAWAL LISTS TO SHARED HOLDINGS LIBRARIES, PRE 1989 PUBLICATIONS
Publications in class numbers appearing in Appendix I should be withdrawn according
to the above procedures. Substitute the words " shared holdings library" for " regional"
in following the instructions.
Libraries wishing to withdraw should contact the appropriate shared holdings library
for permission to send a list before preparing the list. Indicate an approximate number
of volumes or linear feet and date range. Copy the letter to the regional.
Shared holdings libraries will give permission to send the list. As the timetables
for these discard lists have passed, the shared holdings library may notify the withdrawing
library of delays expected. Certain circumstances may necessitate that the shared
holdings library, regional and withdrawing libraries confer. Publications dated 1989
and after in all classes are the responsibility of the regional depository.
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APPENDIX I CLASS DESIGNATIONS FOR SHARED HOLDING LIBRARIES
Publications remain with their publishing department. For example, the designated
shared holdings library for the Department of Labor receives publications given the
SuDoc L classification. Labor publications were in the Department of Commerce prior
to 1913. Those earlier publications remain in the Commerce Department SuDoc C class
and would be the responsibility of the library accepting Commerce publications. Maintaining
the integrity of the departments is important, however, a few exceptions were made.
Exceptions are noted on the following list. An example of an exception is Fish and
Serials in Various Classes
I 23.8: Official Gazette (1849-1925)
C 21.5: Official Gazette of the U.S. Patent Office: Patents
C 23.5: Indexes to Patents (special) (1849-1925)
C 23.7: General Indexes and Lists of Patents (1849-1925)
C 21.5/4: Official Gazette of U.S. Patent Office: Trademarks
C 21.5/3: Index of Trademarks Issued from the Patent Office
X I-X 42 Annals of Congress
X 43-X 71 Register of Debates
X 72-X 180 Congressional Globe
X Congressional Record (bound volumes)
X/a Congressional Record (daily)
LC 3.6-LC 3.6/6: Catalogue of Copyright Entries
NAS 9.6/4: Scientific and Technical Aerospace Reports (STAR)
E 1.17: Energy Research Abstracts
ER 1.15: Energy Research Abstracts
C 3.164: Foreign Trade Reports
U of M
D 101.11: Technical Manuals (1949-)
M 101.18: Technical Manuals(1947-49)
W 1.35: Technical Manuals(1789-1947)
D 101.20: Field Manuals (1949-)
M 101.17: Field Manuals (1947-1949)
W 1.33: Field Manual and Field Regulations (1789-1947)
W 3.63: Basic Field Manual (1789-1947)
W 3.63/2: Field Manuals (1789-1947)
Withdrawals by Superintendent of Documents Class. Asterisk (*) indicates complete Department
A Department of Agriculture UTK/Ag-Vet-Med Library
C 3: Census (1903-72, 1975-) U of M
C6 Commerce, Bureau of Fisheries(1903-39) Tenn Tech
C 56.200: Census (1972-75) U of M
C 22: Mines Bureau (1925-34) ETSU
D 101.ll: Technical Manuals U of M
*EP Environmental Protection Agency ETSU
FC 1: U.S. Fish Commission (1871-80) Tenn Tech
*FS (1939-1953) U of M
*HE Health and Human Services U of M
I 1.14: Census (1902-03) U of M
I Interior (except flat maps and
I 28: Mines Bureau (1910-1925,
I 45: Bureau of Fisheries (1939-40) Tenn Tech
I 47: Bureau of Biological Survey (1939-40) Tenn Tech
I 49: Fish and Wildlife Service (1940-) Tenn Tech
I 69: Mining Enforcement and Safety
Administration (1973-78) ETSU
J Justice U of M
L Labor (except L 38:) MPL
L 38: Mine Safety and Health Administration (1978- ) ETSU
*LC Library of Congress TSLA
*PR President of the United States VU
*PrEx Executive Office of the President VU
*S State VU
*SI Smithsonian MPL
*SBA Small Business Administration MPL
*TD Transportation UTK/Hodges Library
*W (War Dept) TSLA
*Y1 Congress (Miscellaneous Publications,
Journals, etc.) U of M
Y 3.Ap 4: Federal Development Planning Committee
for Appalachia (1964-65) ETSU
Y 3. Ap 4/2 Appalachian Regional Commission (1965-) ETSU
Y 3.M 66: Federal Mine Safety and Health Review
Commission (1979-) ETSU
Y3's (Except Y3.N88) Tenn Tech
Y 3.W28: Water Resources Council Tenn Tech
*Y 4 Congress (Following Committees Have
Been Withdrawn) VU
Y 4.Ec 7: Joint Economic Committee (1946- ) VU
Y 4.Ed 8/1: House Education Labor Committee (1867-83) VU
Y 4. Ed 8/2: House Education Committee (1883-1947) VU
Y 4.F 76/1: House Committee on Foreign Affairs
(1789-1975, 1979-) VU
Y 4.F 76/2: Senate Committee on Foreign Affairs (1789-) VU
Y 4.H 88: Senate Human Resources Committee (1977-79) VU
Y 4.In 8/16 House International Relations Committee
Y 4.J 89/1: House Committee on the Judiciary (1916- ) VU
Y 4.J 89/2: Senate Committee on the Judiciary (1945- ) VU
Y 4. L 11: House Labor Committee (1947- ) VU
Y 4. L 11/2: Senate Labor and Public Welfare
Committee (1947-77) VU
Y 4.L 11/4: Senate Committee on Labor and Human
Resources (1979-) VU
Y 4.P 96/10: Senate Committee on the Environment and Public
Works (1947-) VU
Y 4.P 96/11: House Committee on Public Works and
Transportation (1947-) VU
*Y 10: Congressional Budget Office VU
Maps UTK/Cartographic Info. Ctr.
PLEASE NOTE that any SuDoc Number that is not noted above
comes to the University of Memphis.
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APPENDIX II IMPLEMENTATION OF DISPOSITION POLICIES
Excerpt from Implementation of Disposition Policies A Memorandum to Regionals from
the Chief of Depository Services, 4/7/95
In the memorandum a description of the current withdrawal procedures is followed by
six recommended solutions and the opinion of the GPO General Counsel.
1. Grant regional depositories greater flexibility, more latitude, and more discretion
in the weeding process. The Instructions (1992) already state that "[T]he regional
library should issue these special instructions with the concurrence of the Superintendent
2. Allow regional depositories to permit discard of materials by visiting the library
and "eyeballing" the items offered rather than requiring lists.
3. Allow regionals to issue "needs" lists in lieu of the "offers" procedure now in
place. States in which libraries cooperate can create a union "needs" list for the
state. Electronic communication can make this procedure very efficient.
4. Encourage regionals to follow the already approved "Cornwell method" for discarding
microfiche. [This recommended solution refers to a GPO approved withdrawal procedure
for microfiche in the state of Florida. Microfiche is not listed.]
5. Allow regionals to list documents that (a) must always be listed and (b) should
never be listed on disposal lists.
6. Create a list of "automatic discards" as part of the Superseded List that can be
weeded after 5 years without listing..
In his memo of April 4, 1995....GPO's General Counsel stated that "[T]he six-point
procedure...does not conflict with the controlling provisions of Title 44 as cited
...the manner by which this is accomplished would remain a programmatic decision for
the Superintendent of Documents to make in consultation with regional and other depositories
Send questions/comments/suggestions to Perveen Rustomfram