Appendix D

INTRODUCTION

This statement is intended to serve as a guideline for the methodical development of the U. S. Government Publications Collection.

Preston Library collects, organizes, maintains and provides public access to a collection of U. S. government publications. This collection of U. S. government publications represents a selective depository designated in 1874. It is the oldest depository of government information in Virginia.

As a selective depository, Preston Library maintains annually 11% to 13% of materials released to the Library Programs Service of the Government Printing Office. Government documents are selected to support the teaching, research and writing needs of the students and members of the faculty at the Virginia Military Institute. U. S. government publications are also selected to meet the information needs of the constituents of Virginia's 6th Congressional District in accordance with Chapter 2 of the Instructions to Depository Libraries (GP 3.26:D44 1992) and Section 2 of the Federal Depository Library Manual (1984).

CLASSIFICATION AND ORGANIZATION OF THE COLLECTION

Preston Library currently maintains U. S. government publications in a separate collection arranged by the Superintendent of Documents Classification. There are specific documents that are selected to be integrated into the Main collection and assigned Library of Congress Classification.

U. S. government publications are created, issued or maintained by a governmental body. These publications are given to the Government Printing Office (GPO) to be reproduced and distributed through the Library Programs Service to all depository libraries.

The government publication may exist in the following formats: print, microfiche, computer diskettes and tapes, CD-ROMs, electronic bulletin boards, and others.

SELECTION OF UNITED STATES GOVERNMENT PUBLICATIONS

Preston Library has selected government publications listed in the "basic collection" found in the Guidelines for the Depository Library System (1988) and Section 4, "Suggested Core Collection: Small Academic Library" of the Federal Depository Library Manual.

The basis for selection is the List of Classes of United States Government Publications Available for Selection by Depository Libraries and the Union List of Item Selections. Preston Library selects government documents by categories. Each category is identified by a unique item number. The item number can be identified by issuing agency, series title, Superintendent of Documents Classification Number, and format. The item number assigned to a series remains the controlling number for that series regardless of the change of title, transfer of the series or its publisher within the government, or change in the name of the issuing agency.

GPO annually issues a computer listing of item numbers selected by Preston Library (Depository Number 0639A). Usually, the computer listing is received in May. Preston Library uses the computer listing in order to conduct an annual zero based review of the current item number selections. Item number selections and deletions are made with assistance from library staff and VMI faculty. There are also cooperative selections and deletions made among the depository libraries of Washington and Lee University, Washington and Lee Law School and Virginia Military Institute. Revisions to the computer listing must be returned to the Library Programs Service by the end of June or early July.

New selections that result from the annual selection update are effective after October 1. New selections initiated by Preston Library can only occur during the annual selection update. Deletion of selections can occur at any time.

GPO issues "surveys" of new and reclassified item numbers during the year. Selections may be made while the survey is effective.

MATERIALS SELECTED FOR PRESTON LIBRARY

Preston Library's collection of U. S. government publications contains information from the Census Bureau, Defense Department, Environmental Protection Agency, General Accounting Office, Health and Human Services Department, Interior Department, Labor Department, Library of Congress, Executive Office of the President, Treasury Department, Transportation Department, and Congress (Hearings and Reports). The coordination between the Washington and Lee University and Virginia Military Institute's libraries insures adequate coverage of government information within the local area.

MAINTENANCE OF DEPOSITORY COLLECTION

A GPO deposit account is maintained by Preston Library in order to acquire government documents that are not selected by the depository. Lost or missing government documents can be replaced through the deposit account. There are occasions when a government document is not available at GPO, but it is available at NTIS (National Technical Information Service). Preston Library also maintains a deposit account with NTIS.

WITHDRAWAL OF ITEMS FROM THE DEPOSITORY COLLECTION

Withdrawal of depository publications from the collection will be done in accordance with sections 4-C and 4-D of the Instructions to Depository Libraries. Items must be retained five years from their date of receipt before they may be withdrawn.

Being the oldest U.S. Government Depository Library in Virginia, the collection contains historical and statistical documents. Each class number and item number must be examined with regard to the Main collection and VMI's curricula before withdrawal.

The decision to withdraw items from the collection will be made by the Government Documents Librarian in consultation with other librarians and faculty as deemed appropriate.

Superseded material is withdrawn immediately in accordance with Chapter 4-I of the Instructions to Depository Libraries and section 6-7 of Guidelines for the Depository Library System.

COOPERATIVE INFORMATION

There are cooperative collection development activities with Washington and Lee University Library and Washington and Lee Law School Library. Selection and deletion of items are coordinated among the libraries. A union list of items numbers is updated annually.

There is participation in interlibrary loan networks with other libraries in the region, state and nation.