U.S. Government Publications Collection Development Policy

Overview

The University of Georgia Libraries was designated a Federal Depository Library as a land grant institution in 1907 and became the Regional FDL for Georgia in 1977. As a Regional FDL, UGA Libraries ensures the comprehensiveness and integrity of its federal publications collection—tangible and online—with appropriate resources to support access and preservation. Collection development and maintenance are done in accordance with the Legal Requirements and Program Regulations of the Federal Depository Library Program and with guidance from the U.S. Government Publishing Office.

Collection Scope

UGA Libraries collects and retains, with few exceptions, all federal government publications that are distributed through the Federal Depository Library Program, which is a digital-first program with limited, selective print distribution. We have selected to receive tangible cartographic resources from various federal agencies while providing access to online publications in our catalog. 

In support of the National Collection of U.S. Government Information, UGA Libraries works to ensure the comprehensiveness and preservation of its existing tangible collection by filling in gaps in the collection with materials received from other FDLP libraries, through gift receipts, or directly from federal agencies. In general, as a Regional FDL, we are required to permanently retain our existing tangible publications until discard is authorized by the Superintendent of Documents. UGA Libraries is also designated as a Center of Excellence for federal depository maps, as well as publications of the Forest Service (A 13) and Bureau of Soils (A 26), through the Association of Southeastern Research Libraries’ Collaborative Federal Depository Program. As such, we have prioritized enhancing collection access and preservation in these areas.

UGA Libraries has established a Selective Housing Agreement with the University of Georgia’s Alexander Campbell King Law Library and a Shared Regional Depository Agreement with the University of Florida Libraries, which may impact our tangible holdings.

UGA Libraries does not generally keep or acquire duplicates of federal government publications for its collection. However, consideration will be given to acquiring and retaining duplicate copies of heavily used federal publications that contain information about Georgia or the Southeast.

Collection Arrangement

Federal government publications are housed in the Map and Government Information Library, the Repository, and the Special Collections Libraries. Most federal publications are shelved using the Superintendent of Documents Classification system; U.S. government maps are either filed alphabetically or classified and filed by the Library of Congress classification system with other non-depository maps.

Collection Access

Locations and holdings information for federal publications published from 1976 to present as well as select older publications are indicated in the UGA Libraries' catalog. Holdings information for federal publications published prior to 1976 is listed in the Map and Government Information Library’s U.S. Documents Shelflist. Work to add holdings information to the catalog for federal publications published prior to 1976 is ongoing.

Access to government information – particularly Congressional publications – is also available through a variety of free and subscription databases.

Most federal government publications circulate for standard loan periods. Items and material types that do not circulate are listed in the Libraries’ Borrowing Policies.

Collection Maintenance

For selected publications received under limited title distribution, retention is required for five years, and publications can be withdrawn after consultation with staff in the Government Publishing Office. These publications must be offered through the FDLP eXchange when discarded.

For existing tangible publications, UGA Libraries is required to permanently retain one copy of each publication but can discard the if one of the following is true:

Duplicate and certain superseded items may be offered to other depository libraries using the ASERL Disposition Database, FDLP eXchange, or other appropriate venues. However, per the Legal Requirements and Program Regulations of the Federal Depository Library Program, the Libraries is not allowed to sell discarded federal depository publications.

Preservation activities include basic page repair, rebinding, and placing materials identified as brittle in protective enclosures to prevent further deterioration and damage. Retrospective binding of the collection is done when publications that need to be bound or rebound are identified through regular stacks maintenance activities. Heavily used publications such as reference sources or Census publications may be bound when received or as needed. 

Attempts are made to replace badly worn, damaged, or deteriorating publications by purchase, through discard lists received from the state’s selective Federal Depository Libraries, from the ASERL Disposition Database, FDLP eXchange, and other appropriate venues.

 

Last updated: June 2024