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Departments: Government Documents: Collection Development Policy

Collection Development Policy

Introduction

The MacPhaidin Library at Stonehill College has been a selective depository since 1962.  The depository was originally housed in the Cushing-Martin Library.  In 1998 the collection was moved to the new MacPhaidin Library.  Stonehill College obtained designated as a depository shortly after the Federal Depository Act increased the number of possible depositories.  It was our United States Representative, Joseph W. Martin, Jr. who helped to confer depository status upon the library.

Since 1962, the depository has collected a steady portion of the publications offered by the Government Printing Office. We currently collect approximately 23% of the item numbers available for selection.  The publications come in monograph, microfiche, electronic, and online electronic formats.

Mission Statement

The Federal Depository at the MacPhaidin Library serves two distinct populations.  As part of an academic institution, the library is dedicated to serving the information needs of the Stonehill Community, which includes students, faculty, and staff.  To aid these patrons, the depository collects materials that support the strongest of the college’s academic programs—business, healthcare administration, education, and criminal justice.  We also put an emphasis on collecting statistical and education items that may cross subject areas to support the academic need of the Stonehill Community. 

In conjunction with the library’s role within the college setting, the depository also has an obligation to serve the government information needs of the Fourth Congressional District and the local area.  We must be aware of the geographic and demographic characteristics of the surrounding areas from which the general public may reasonably travel for assistance with federal publications.  Geographically, the Fourth congressional district includes parts of Easton, Fall River, Foxborough, Mansfield, and Rockland along with the following communities:

Communities that are close in proximity to the library, but not in our Congressional District include:

Demographically, the above-mentioned communities are primarily urban, industrial areas that have experienced significant growth in the past decade.  Statistically, this area is densely populated with a higher percentage of females than males, with a highly educated populace, with a small foreign-born population and with a mainly professional work force.  To keep on top of changing demographic and statistical information, printouts from the 2000 census for the Fourth Congressional District; Bristol; Middlesex; Norfolk; and Plymouth counties.  When reviewing our collection, we are able to take into account how the surrounding areas are changing, and how those changes may affect their depository needs.

Selection Responsibility

The Documents Coordinator selects documents with input from the Library Director, Acquisitions, Periodicals and Reference librarians.  Student, member of the faculty and community user requests are also considered when reviewing items for the yearly selection process.  The collection profile is reviewed throughout the year.  Selection decisions are based upon usage statistics, relevance to the existing collection and the needs of the library’s patrons. 

In the spring, the Documents Coordinator compares the item selection profile to possible selections listed in The List of Classes of United States Government Publications Available for Selection by Depository Libraries.  Changes are noted, and any additions to the selection profile are made during the annual item selection update cycle in July. Deselections are made throughout the year. 

Since requests for additions are processed only once a year, any omissions to the list must wait for another year.  If this occurs, the Documents Coordinator searches for an online electronic version of the document.  If not available, the publication may be purchased or a copy of the document requested through interlibrary loan. 

Format

All publications are selected in the appropriate/available format considering content, usage, service, and storage. Formats include, but are not limited to, paper microfiche, maps and electronic products. Paper products are the preferred format since it is more easily used and the cheapest way in which the library can provide access.

Microfiche provides convenient storage and selected when feasible, but patrons tend to be quite hostile to this format.  The availability for four microform reader/printers does enhance the selection of this space-saving format; but drawbacks such as the inconvenience of in-library use and cost of copies still does not endear this format to the user.  Congressional hearings and reports have been primarily selected in microfiche for practicality.

Tangible electronic products are selected with attention given to subject content, ease of use, capability of staff to provide service, required equipment, as well as relevance to the user population.

Government documents bibliographic records are in the library's online public access catalog.  Links to government publications on the Internet are identified, when present, in the bibliographic record and reflect the selections of those publications offered by the U.S. Government Printing Office.  The Administrative Notes Technical Supplement is reviewed for new URLs, while URL verification software keeps the Documents Coordinator and Cataloger aware of problems with URLs.

Substitution of Electronic Products

When substituting an online electronic version for a tangible document the Documents Coordinator must be sure that the online electronic version is complete, official and permanently accessible.  GPO Access databases on the Substitution List: Official FDLP Permanent Full-text Database meet these requirements

The Depository Coordinator needs to consider user characteristics, usage statistics, research requirements, and collection development policy before substituting a tangible document for electronic only access. The following guidelines should be reviewed:

Is the title better suited in another format?

What is the scope, purpose, and intended audience?

Is the title authoritative?

Coverage, is the document time sensitive?

Is the electronic version comparable to the tangible version?

Staffing levels and staff knowledge of the electronic version should also be considered.

The Documents Coordinator will solicit input from the Library Director, Acquisitions, Periodicals, and Reference librarians before the substitution is made.  If all are in agreement, the online electronic version will be substituted for the tangible document.

References to the substitution will be made so it can be easily located and accessible to users.  A bibliographic record will be added to the online catalog with an online access link.

Tangible documents will be offered to the Regional Depository.  Tangible documents appearing in the Superseded List that are substituted with an electronic equivalent will be   superseded in the normal method providing that they are included in GPO Access. 

Selection Tools

The Documents Coordinator uses the following selection tools:

List of Classes of U.S. Government Publications Available for Selection by Depository Libraries.

Federal Depository Manual, Appendix A, “Suggested Core Collection Annotated for Small and Medium Public and Academic Libraries and for all Law Libraries.”

Federal Depository Library Manual, Appendix C, “Basic Collection.”

“FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications.” Administrative Notes, May 15, 1999.

Electronic Services

The MacPhaidin library provides free access to computer workstations with unfiltered access to the Internet, CD-ROMs, and diskettes in accordance with Depository Library Public Service Guidelines for Government Information in Electronic Formats.

Printing is free to all library users though electronic government documents can be downloaded to floppy discs or e-mailed.

The Government Documents workstation is configured to meet or exceed the standards outlined in Recommended Specifications for Public Access Work Stations in Federal Depository Libraries.

Tangible electronic products (CD-ROMs and diskettes) are processed in a timely matter.  If there is a problem with these products the Documents Coordinator will attempt to resolve the matter by consulting with the library’s systems department or the Regional Depository. 

Online access links to government publications on the Internet are identified where present in the bibliographic record and reflect the selections of those publications offered by the U.S. Government Printing Office.  Access links are checked monthly by URL verification software.

The Documents Coordinator has created a Government Documents website that has links to electronic government documents for all branches of government.  The website has links to all homepages of executive agencies, legislative information, GPO Access, statistical information, and the Monthly Catalog of U. S. Government Publications.

Replacement and Duplicates

When a document is identified as missing, the item is given a “missing”status in the catalog and then searched for by staff in the Circulation department and the Documents Coordinator.  If the item is not located, the Documents Coordinator will search for an online electronic version and add an access link in the bibliographic record.  If not available in electronic format, the library will request a photocopy through interlibrary loan.

The Documents Coordinator will review “Needs and Offers” lists for a replacement copy.  If the document is not available through “Needs and Offers”, a replacement copy will be purchased from the Government Printing Office or an out of print dealer.

Duplicates are not held and are offered on the “Needs and Offers” list.  Exception are second copies of heavily used documents and documents of historical significance.

Cataloging of Materials

The MacPhaidin library fully catalogs approximately 95% of the documents received. 

The Cataloging librarian is responsible for all documents that are processed in the online catalog with OCLC records.  Documents shelved in the government documents collection are classified by the Superintendent of Documents Classification numbering system (SuDoc).  Documents located in the Reference collection are classified using the Library of Congress Classification System.  Serials that are located in the Periodicals collection are shelved alphabetically by title.

The Documents Coordinator is responsible for identifying and cataloging ephemeral documents.  These items are not cataloged using OCLC records, but are entered into the online catalog with a brief bibliographic record (title, SuDoc number, barcode and location).  Documents (paper, microfiche, and electronic) are arranged by the Superintend of Documents Classification numbering system unless part of the Reference or Periodicals collections.

Documents pertaining to the operation of a federal depository are housed in the Government Documents’ office.  These include Administrative Notes and The List of Classes.  Documents pertaining to cataloging are kept in the Cataloging Office.

Retrospective Sources

The MacPhaidin library is located within a hour’s drive from the Regional Depository located at the Boston Public Library, The University of Massachusetts – Dartmouth, and a number other depository libraries in the Boston area.  Older documents can be identified using The Monthly Catalog of United States Publications. (1941-  ), U. S. Guide to Government Publications; Checklist of United States Public Documents, 1789-1909, and by searching OCLCWorldCat.  Interlibrary loan is offered to all students, faculty, and staff of the college.  Outside users can be provided with full bibliographic information and holdings of area depositories and are encouraged to use the interlibrary loan service offered by their public library.

Resource Sharing

The MacPhaidin Library is close to a number of depositories in the Boston area and in Southern Massachusetts.  The Documents Coordinator and Reference Librarians are familiar with these institutions and can help patrons locate documents that Stonehill does not receive.  The Documents Coordinator does have a working relationship with the Regional Depository to solve problems or to answer questions.  The Documents Coordinator subscribes to both GOVDOC-L and DOCTECH-L listserves, which are both a valuable source for shared information in the documents community.  The Documents Coordinator also belongs to the Government Publications Librarians of New England (GPLNE) and attends their meeting when possible.

Collection Evaluation

The Documents Coordinator evaluates the internal and external usage statistics collected through the online catalog circulation module.  The library’s selection profile is reviewed throughout the year as part of the weeding process.

In addition the Document Coordinator compares the items currently selected to the core items that the Superintendent of Documents suggests for selection by small academic libraries that is included in The Federal Depository Library Manual.

Weeding and Maintenance

The Government Documents Coordinator is responsible for weeding and maintenance of the documents collection.  The collection is weeded on a regular basis.  Shelf space often dictates priority areas to be weeded.

The Documents Coordinator maintains a current collection.  Superseded publications identified in the Superseded List will be withdrawn.  Other documents may be reviewed for retention after five years in accordance to the standards outlined in the Federal Depository Library Manual and Instructions to Depository Libraries. Congressional publications and Census Bureau documents pertaining to any of the six New England states are not discarded.

The Acquisitions, Serials, and Reference librarians are consulted before an item is placed on the discard list.  “Needs and Offers” lists are submitted to the Regional Depository, Boston Public Library for review and permission to discard.  When permission is received, lists are then submitted by e-mail to all Massachusetts depositories for review.  After review by area depositories lists are posted on the national “Needs and Offers” website.  The listed documents are kept for a period of two to three months before being discarded.

Access

All government documents are accessible for public use in the library.  Paper documents are located on the second floor; electronic and microfiche documents are housed on the first floor.  They are arranged by the Superintend of Documents Classification System. Documents in the Reference collection are arranged by the Library of Congress Classification system.  Documents in the Periodicals collection are shelved alphabetically by title.  About 95% of the government documents collection is listed in the library’s online catalog.  GPO Access and Ben’s Guide to the U.S. Government for Kids in addition to online electronic documents are available through the online catalog.  

The following indexes can aid in identification of government documents and provide access to information. Monthly Catalog of United States Government Publications (paper and electronic format); Congressional Information Services (CIS) (paper); Public Affairs Information Service (FirstSearch); and Lexis/Nexis Congressional Universe.

Library hours during the academic year are from 8:00 A.M. – 12:00 A.M. Monday through Thursday, Friday 8:00 A.M. – 9:00 P.M., Saturday 10:00 .A.M – 9:00 P.M. and Sunday 1:00 P.M. – 12:00 A.M.  All collections are accessible to handicapped individuals.  Assistance in reaching materials, and using research computers, microform readers, or photocopy machines is always available.

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