University of Memphis Libraries Governement Publications
Discards/Withdrawals

Uncle Sam 
Government Publications Department
Tennessee Regional Depository

Procedures for Withdrawal of U.S. Government Depository Publications

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I. INTRODUCTION

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designed to insure that legal requirements are met, that valuable information is not lost and that publications to be withdrawn are handled in the most efficient manner for all libraries.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 the Legal Requirements & Program Regulations of the Federal Depository Library Program (FDLP). In October 2011, Tennessee began using a two tiered withdrawal process which additionally incorporates the use of the Association of South Eastern Regional Libraries (ASERL) Documents Disposition Database.

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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 for pre-1989 publications. ( 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.All publications must be retained for five years from the date of receipt with the following exceptions:

a. Superseded materials not marked with an 'R' may be discarded without offering them on a weeding list for regional depository approval. Click here for guidelines. 
Superseded Lists guidance can be found here.

b. With prior approval of the regional, tangible publications may be substituted with online equivalents provided the publication has been held for one year and the online version is official, complete, and free of charge to the user. For guidelines click here.

2. Withdrawing libraries prepare a list of the publications to be discarded in SuDoc number order. Include the library name and date on the first 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 The receiving library may request an estimate for the number of volumes to be withdrawn or a linear measurement, and approximate dates, and format if other than paper.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, cds, oversize).

a. For monographs and cuttered series, the description should include the SuDoc number, a brief title, and the date of publication of the document.
Example: TD 8.8:P75/7 Manual of Model Police Traffic... 1986

b. For numbered series, the description should include the SuDoc stem, series title, beginning and ending numbers with a "some missing" note if appropriate, specifying the missing issues.
Example: L 2.3:1684 - 2210 (1971-1981) missing 1900, 2201

c. For serials, the description should include the SuDoc stem number and title; years or volumes; and missing issues if any.
Example: A 106.17: Family Economics Review v. 1-22 1969-1990 missing v.1 #2

3. Lists should be sent electronically as attachments.

4. The regional will check the list and return it in approximately 3 weeks, marking the publications which it needs. Withdraw and send the publications.

5. The regional library will request 3x5 shelf list cards for specific documents if needed. For series, one card with holdings is adequate. For monographs, individual cards must include 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 the form of a typed label or written in ink -NOT IN PENCIL. Pack boxes in SuDoc 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 regional library, the withdrawing library should post all remaining documents on the ASERL Documents Disposition Database.

The ASERL Documents Disposition Database
The Collaborative Federal Depository Program was developed by depository libraries in the Southeast in order to build and manage comprehensive collections of United States government information from each Federal government agency through the creation of Centers of Excellence.  Developed by the University of Florida, the ASERL Documents Disposition Database provides a convenient means by which documents may be offered for disposal and needs may be fulfilled in accordance with the ASERL Guidelines for Managing FDLP Collections in the Southeast Region.
Instructions for creating an account and the use of the database are detailed in the ASERL Documents Disposition Database LibGuide.

ASERL Documents Disposition Database Login
After 45 days any unclaimed items may be discarded. However, with especially valuable or historical titles the regional may request the withdrawing library to offer the unclaimed items nationally via GovDoc-L  or GPO's Needs and Offers List

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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. The shared holding library assumes the role of the regional library.

As a courtesy, libraries wishing to withdraw documents should email the appropriate shared holdings library (with a copy to the regional) for permission to send a list. The shared holdings library may request an approximate number of volumes or linear feet and date range for the documents

Shared holdings libraries will give permission to send the list. If delays are expected, the shared holdings library must notify the withdrawing library.
As a reminder, post-1989 publications in all classes are the responsibility of the regional depository.

3/2014

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APPENDIX I. CLASS DESIGNATIONS FOR SHARED HOLDINGS 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 the Fish and Wildlife Service.

 


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Serials in Various Classes

Vanderbilt University Library
I 23.8: Official Gazette (1849-1925)
C 21.5: Offical Gazette of the U.S. Patent Office: Patents (1925- )
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 (1925- )
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
 
University of Memphis Libraries
D 101.11: Technical Manuals (1949- )
M 101.18: Technical Manuals (1947-1949 )
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 Departments and Agencies

SuDoc Number Department/Agency Designated Library
A Dept. of Agriculture UTK/Ag-Vet-Med Library
C 3: Census (1903-72, 1975- ) University of Memphis
C6 Commerce, Bureau of Fisheries (1903-39) Tenn Tech
C 56.200: Census (1972-75) University of Memphis
C 22: Mines Bureau (1925-34) ETSU
D 101.11: Technical Manuals  University of Memphis
*EP Environmental Protection Agency ETSU
FC 1: U.S. Fish Commission (1871-80) Tenn Tech
*FS (1939-1953)  University of Memphis
*HE Health and Human Services  University of Memphis
I 1.14:  Census (1902-03)   University of Memphis
Interior (except for flat maps and exceptions)   TSLA
I 28: Mines Bureau (1910-1925, 1934- ) ETSU 
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 
Justice University of Memphis
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 Department TSLA 
*Y1  Congress (Miscellaneous Publications, Journals, etc.)  University of Memphis 
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.N88: Nuclear Regulatory Commission University of Memphis
Y3  All Y3s except those listed above 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 (1975-79)  VU 
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: Any SuDoc Number that is not noted above comes to the University of Memphis.

Withdrawals by Designated Shared Holdings Library

Asterisk (*) indicates complete Departments and Agencies

Designated Library SuDoc Number Department /Agency
ETSU  C 22:  Mines Bureau (1925-34) 
ETSU  *EP  Environmental Protection Agency 
ETSU  I 28:  Mines Bureau (1910-1925, 1934- ) 
ETSU  I 69:  Mining Enforcement and Safety Administration (1973-78) 
ETSU  L 38:  Mine Safety and Health Administration (1978- ) 
ETSU  Y 3.Ap4:  Federal Development Planning Committee for Appalachia (1964-65) 
ETSU  Y 3.Ap4/2  Appalachian Regional Commission (1965- ) 
ETSU  Y 3.M 66:  Federal Mine Safety and Health Review Commission (1979- ) 
MPL  Labor (except L 38:) 
MPL  *SI  Smithsonian 
MPL  *SBA  Small Business Administration 
Tenn Tech  C6  Commerce, Bureau of Fisheries (1903-39) 
Tenn Tech  FC 1:  U.S. Fish Commission (1871-80) 
Tenn Tech  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  Y3   All Y3s except those listed above
Tenn Tech  Y 3.W28:  Water Resources Council 
TSLA I Interior (except for flat maps and exceptions)
TSLA  *LC  Library of Congress 
TSLA  *W  War Department 
University of Memphis  C 3:  Census (1903-72, 1975- ) 
University of Memphis  C 56.200:  Census (1972-75) 
University of Memphis  D 101.11:  Technical Manuals 
University of Memphis  *FS  (1939-1953) 
University of Memphis  *HE  Health and Human Services 
University of Memphis I 1.14: Census Bureau (1902-03)
University of Memphis  Justice 
University of Memphis  Y3.N88:  Nuclear Regulatory Commission 
University of Memphis  *Y1  Congress (Miscellaneous Publications, Journals, etc.) 
UTK/Ag-Vet-Med Library  Department of Agriculture 
UTK/Cartographic Info Ctr  Maps   
UTK/Hodges Library  *TD  Transportation 
VU  Y4.Ed8/2:  House Education Committee (1883-1947) 
VU  *PR  President of the United States 
VU  *PrEx  Executive Office of the President 
VU  *S  State 
VU  *Y4  Congress (Following Committees Have Been Withdrawn) 
VU  Y 4.Ec 7:  Joint Economic Committee (1946- )
VU  Y4.Ed 8/1  House Education Labor Committee (1867-83) 
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 (1975-1979) 
VU  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
     
Note: Any SuDoc # that is not listed above comes to the University of Memphis Libraries

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Contact:
Perveen Rustomfram
Government Publications
Email: prstmfrm@memphis.edu
Phone: (901) 678-8203
Fax: (901) 678-8218

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Last Updated: 4/10/14