A Post-SOD 71 State Documents Plan or:  How I Learned to Stop Worrying and Love the Policy

 

Michele McKnelly
University of Wisconsin -River Falls
Originally presented at Spring Documents Day
Documents Service Section, WLA
June 1, 2001

links updated occasionally

Tangible Model
    Selectives could cooperate in collection development decisions, but  the Regional Depository
     could nearly always provide for long term access to FDLP materials.

Electronic Model

This model includes authoritative data issued and maintained by official agencies and institutional  peer-to-peer file sharing. Regional Depository depository no longer provides long term access to FDLP materials. Instead agencies, partners & LPS provide this access.
 

 
 

Recent State Plan information from LPS

• SuDocs Letter to Directors: State Plans August 17, 2001

 
• Remarks by Gil Baldwin Director, Library Programs Service Before the Federal Documents Task Force Working Group Government Documents Round Table American Library Association June 17, 2001 San Francisco, CA Excerpted from http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/adnotes.html#1

References

• FDLP Guidelines on Substituting Electronic for  Tangible Versions of Depository Publications

 
• Substitution List: Official FDLP Permanent Full-Text  Databases

 
• Superintendent of Documents Policy Statement. SOD 71

Dissemination/Distribution Policy for the Federal Depository Library Program.  Effective Date January 2, 2001

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• Collection Development Guidelines for Selective Federal  Depository Libraries,   Federal Depository Library Manual Supplement, September 1994

 
• Depository Library Public Service Guidelines for  Government Information in Electronic Formats

 
• Essential Titles for Public Use in Paper Format 12/15/00

 
• Forum on Government Information Policy, Elements of a State Plan  GODORT 1996

 
• Guidelines and Procedures Initiated by Regional Depositories

 
• How to Draft a State Plan
Proceedings of the 7th Annual Federal Depository Library Conference April 20 - 23, 1998 http://www.access.gpo.gov/su_docs/fdlp/pubs/proceedings/98pro2.html
Offers a clear vision of what a state plan should entail.  It addresses some issues associated with a more electronic depository library system, but predates SOD71  and the FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications.
 
• Instructions to Depository Libraries  Chapter 4 Maintenance   J. Substitution of Depository Materials

 
• Managing the FDLP Electronic Collection

• Rewrite Local Collection Development Policies

-Make local collection decisions conjunction with the Regional and with other selective
• Address who is going to keep the long-term formats

-Providing long term access to electronic materials will involve refreshing data, migration   issues and security
• Consider a substitution policies which will address coverage throughout the state
• Consider service guidelines for all formats, and all types of libraries
• Discuss access in OPACs for EL only documents
• Include additional public relations efforts to non-depository libraries, especially for EL only products

--Work with non-depository libraries talking about vendor products such as Documents Without Shelves
• Include a provision for regular updating

• Again gives new meaning to old collection development policies
• Electronic archive?  What are the most important to state and local documents?  What is a State Depositories role in preserving these files?  What other agencies might preserve these documents?  How will State Depositories make these EL documents available?


References

Electronic Document Archiving Statutes.  This is a compilation of known current and proposed statutory or administrative rule language for archiving electronic documents in state government. Electronic records archiving and print digitization projects are not addressed though there may be overlap with one or both of these activities. Maintained by Allen Mullen, Library Systems Analyst, Oregon State Library


GODORT's Ad Hoc Committee on Digitization of Government Information


"State-by-State Report on Permanent Public Access to Electronic Government Information"
Government Relations Committee and Washington Affairs Office American Association of Law Libraries. June 2003


Staying Digital:  Recommendations on Preserving New Jersey Government Information in the Digital Age.   Report of the State Documents Interest Group of the Documents Association of New Jersey,  June 2001.

Wisconsin Information Resources Council

State Plans