RHODE ISLAND STATE PLAN


FOR
 
 

FEDERAL DEPOSITORY LIBRARY SERVICE


 
 

September 5, 1984, November, 1998, February 2002, June 2012

 

 

I.  PURPOSE OF THE PROGRAM

 

The Depository Library Service for U.S. Government information in Rhode Island is part of the Depository Library Program.  The main objectives of Federal Depository Library Program (FDLP) are (1) to make the U.S. Government publications easily accessible to the general public and to insure their continued availability in the future, and (2) to achieve this purpose through a system of cooperation wherein depository libraries will receive Federal public documents free in return for making them accessible to the general public in their areas.

 

II.  THE RHODE ISLAND PROGRAM
 

            Rhode Island currently has 9 depository libraries providing open access to U.S. Government publications.  The depositories (year established as such) are: Brown University (before 1878); Rhode Island State Library (circa 1895); the University of Rhode Island Library (1907); Westerly Public Library (1909); Rhode Island College Library (1965); Newport Public Library (2002); Rhode Island State Law Library (1980); and the United States Naval War College (1963); and Roger Williams University (2003).These libraries have been designated as selective depositories, in that they each select and house documents representing certain subject areas.  Together, their holdings represent close to a complete collection of the depository items offered through the Federal Depository Library Program.  In addition, Rhode Island depositories are affiliated with the Connecticut State Library via the 1982 Agreement Between the Rhode Island Department of State Library Services and the Connecticut State Library for Regional Depository Service for U.S. Government Documents (Appendix A).As a regional depository, the Connecticut State Library is responsible for maintaining a complete and comprehensive collection of all U.S. Government publications, providing documents via interlibrary loan, and authorizing disposal of unneeded documents by the selective depositories in its region (including those in Rhode Island).

            Federal Depository Libraries in Rhode Island have a number of avenues of communication and cooperation.  The Government Documents Committee of the Consortium of Rhode Island Academic and Research Libraries (CRIARL) was established in 1978 and meets periodically.  It functions as a vehicle for the exchange of information between documents librarians, coordinates and enhances statewide access to government information, and promotes the use of government information through programs, workshops, and public relations.  Meetings are open to any librarian in the state with an interest in government information.  The main purpose of this Committee is to oversee the implementation of the Agreement, a provision of which is the formulation of state plan for depository service in Rhode Island.

            Government Publications Librarians of New England (GPLNE) was established as a Nelinet Taskforce in 1971but now acts as an independent entity.  This group fulfills the same purpose as the CRIARL Government Documents but on the New England regional level.

                                                                                                                                    -2-

RI-DOC-L is a statewide Listserv that discusses and disseminates information about government information and is open to anyone who is interested in U.S. Government information in Rhode Island.  Ctgodort-L is a Listserv which discusses and disseminates information to anyone in both Connecticut and Rhode Island who is interested in government information.     In addition, there are the national avenues of communication such as Administrative Notes and govdoc-L.

 

III.  NEEDS FOR A STATE PLAN

 

In 1981, Rhode Island depository librarians recognized the need for a plan of service that detailed the specific goals, objectives, and strategies involved in promoting and providing free and open access to the wide range of information available in U.S. Government publications.  Prompted by a recommendation to the U.S. Government Printing Office by the Depository Library Council to the Public Printer, the Rhode Island Plan was the work of the State Plan Sub-Committee of ACORDS, in coordination with and with the approval of the Rhode Island Department of State Library Services.  The main objective of the Subcommittee was to produce a plan that provided for the continued cooperation of Rhode Island depositories in implementing a well-defined and user-oriented design for service.  This plan has been the framework for depository library service in Rhode Island.  However, with the advent of technology and government information in electronic format, Rhode Island depository librarians recognize the need for revising and updating the plan currently in existence.  A subcommittee of the CRIARL Government Documents Committee has been charged with revising the plan, subject to final approval of the CRIARL Government Documents Committee and Connecticut State Library.

COLLECTIONS

GOAL:            To ensure the ready availability of all federal documents required by citizens of the State of Rhode Island.

 

OBJECTIVES:

o   Within the depository system in Rhode Island, at least 90% of all depository material may be acquired but no less than 80% shall be made available.

o   Significant retrospective documents collections should be maintained and expanded.

o   On a cooperative basis all depositories should attempt to acquire non-depository documents likely to be needed within the State.

o   All depositories should receive the recommended basic titles listed in or provide access to the online version listed in The FDLP Basic Collection

            www.access.gpo.gov/su_docs/fdlp/Coll-dev/basic-01.html

o   Where such arrangements will improve access to documents, depositories should establish selective housing arrangements.

o   All depository collections should be housed and maintained so as to facilitate accessibility and reduce damage, deterioration and loss.

o   All depository collections should be developed and managed according to the information it contains regardless of format and libraries should ensure that there

o   be adequate access to these formats.

o   In the instances of only one copy of a particular format is available for the State, a cooperative decision shall be made by the CRIARL Government Documents

o   Committee.The decision will be based on location of the library, facilities for housing and providing access and compatibility with existing collections.

SERVICES

GOAL:            To ensure easy access to federal documents for all citizens of the State.

 

OBJECTIVES:        

             

o   Documents collections should be accessible to all patrons at the same level as the library’s primary clientele and during all hours that the library is open.

o   All depositories should provide documents reference service on the same basis as other reference service.

o   All depositories’ interlibrary loan policy should be on the same level as for the library’s regular collection.

o   Copying services shall be made available at the same level as for the library’s regular collection.

o   Government documents should circulate on the same basis as other library materials.

o   All libraries in the State should be sufficiently familiar with the depository system to be able to make knowledgeable referrals when necessary.

o   All depositories should have enough equipment available to ensure that access to all these formats will not be a barrier to efficient use.All electronic equipment

o   shall meet “Recommended Specifications for Public Access Workstations in Federal Depository Libraries” www.access.gpo.gov/su_docs/fdlp/computers/Index.html

BIBLIOGRAPHIC ACCESS

GOAL:            To ensure the availability of all bibliographic tools required to verify the existence and location of needed documents.

                                                                                                                                     

OBJECTIVES:

 

o   Each depository library should maintain an accurate record of its documents holdings at the piece level.

o   Each depository library should acquire the basic government and commercially published indexes and catalogs needed to verify the existence of documents.

o   Each depository should provide bibliographic access and control for depository material equal to that provided for other types of library materials.

COMMUNICATION AMONG STATE PARTICIPANTS

GOAL:            To ensure the rapid and accurate dissemination of information concerning depository materials among the depository libraries of the State.

 

OBJECTIVES:

             

o   Working cooperatively the depository libraries should develop an accurate union list of item selections and distribute it to all depositories.

o   The union list should be updated on a regular basis.

o   Each depository should notify all others of new items selected.

o   Information on depository materials and services should be exchanged among depositories through the CRIARL Government Documents Committee, RI-DOC-L, GPLNE, and e-mail.

PUBLIC RELATIONS

GOAL:            To foster maximum awareness of government information and the depository library system among non-depository libraries and the general public.

 

OBJECTIVES:

 

o   Displays and/or programs publicizing the depository system should be prepared for relevant library and non-library conferences and exhibits.

o   A directory of Rhode Island depository libraries, including address, telephone number, contact person, circulation and interlibrary loan policies, and collection

o   strengths should be developed and distributed to all libraries in the State.

o   Representatives of Rhode Island depositories should participate to the maximum extent possible in all state, regional, and national organizations working to foster

o   increased awareness of documents.

o   Non-depository libraries should be informed of new documents likely to be of interest to their patrons.

o   Depository librarians shall maintain ongoing contact with the Rhode Island Congressional delegation on issues concerning government information and its

o   access.

CONTINUING EDUCATION

GOAL:            To improve the ability of all Rhode Island depository librarians to provide services relating to federal documents more effectively.

 

OBJECTIVES:

 

o   Information on useful conferences, workshops and other educational programs should be disseminated to all depository librarians.

o   Individual depositories should develop programs to educate their own staff members about government documents.

o   Field visits between depository librarians should be encouraged in order to facilitate the exchange of ideas and information.

o   A staff member from depository libraries should be encouraged to attend a G.P.O. Depository Library Conference.

o   Training in new depository formats and resources should be made available to all depository librarians in Rhode Island on a regular basis.

 

GOAL:            To improve the ability of non-depository librarians to provide services relating to federal documents.

 

OBJECTIVES:

o   Depository librarians should be involved in at least one statewide program each year related to documents.

o   The CRIARL Documents Committee will be available to provide programs or workshops as needed to non-depository libraries.

                                                                                                                       

CONSULTING

GOAL:            To provide needed consulting services to depository libraries.

 

OBJECTIVE:

 

o   Depository librarians shall be appointed by CRIARL Government Documents Committee to serve as consultants on an as needed basis.They will assist depository libraries and services of government information.

FINANCES

GOAL:            To insure that depository libraries in Rhode Island are adequately funded.

 

OBJECTIVES:

o   Individual depositories should assume responsibility for:

a.            adequate salaries and facilities for professional and support staff;

b.            purchase of all needed materials and equipment to store and use depository materials.

c.            transfer of materials to the regional collection at the Connecticut State Library in accordance with the enclosed agreement;

d.            release time for staff attendance at documents meetings, workshops, conferences and training sessions.

e.            OLIS should assume responsibility for coordination of statewide delivery service for documents and documents-related communications among depositories.

REVIEW AND EVALUATION

GOAL:            To provide for the systematic review and evaluation of the Rhode Island State Plan for Depository Library Service.

 

OBJECTIVE:

 

            At least one meeting per year should be held by the CRIARL Government Documents Committee for the purpose of evaluating the plan and recommending

            changes to Connecticut State Library.

                                                                                                                                     

[Agreement signed September 5, 1984 in effect until October 1998 included for historical purposes only]

AN AGREEMENT BETWEEN THE RHODE ISLAND DEPARTMENT OF STATE LIBRARY SERVICES AND THE CONNECTICUT STATE LIBRARY FOR

REGIONAL DEPOSITORY SERVICE FOR U.S. GOVERNMENT DOCUMENTS

1.            REGIONAL DEPOSITORY.

1.1         THE CONNECTICUT STATE LIBRARY shall serve as the Regional Depository for both Connecticut and Rhode Island as defined by the Superintendent of Documents.

1-2.       THE DEPARTMENT OF STATE LIBRARY SERVICES shall assist the Connecticut State Library in the provision of regional depository services to

Rhode Island as specified in this Regional Service Agreement.

1-3.       THE DEPARTMENT OF STATE LIBRARY SERVICES shall authorize an Advisory Committee consisting of one representative from each selective

Depository in Rhode Island:

a)            to advise and assist the Department in matters pertaining to the agreement;

b)            to formulate a State Plan for depository libraries in Rhode Island;

c)            to review the Rhode Island State Plan and Regional Depository Service Agreement as needed, but at least annually, and recommend appropriate revisions.

1-4.       THE DEPARTMENT OF STATE LIBRARY SERVICES Reference Librarian shall serve as liaison to the depository libraries in Rhode Island and the

Connecticut State Library.

2.            DISPOSITION OF DEPOSITORY PUBLICATIONS.

2-1.       THE DEPARTMENT OF STATE LIBRARY SERVICES shall receive all requests for permission for disposal of unwanted depository publications which have been

retained for at least five years by selective depositories in Rhode Island (with the exception of the Naval War College Library which, as a federal library, follows

disposal guidelines within executive departments, requesting disposal permission from the National Archives and Records Service).From the various requests

received, the Department of State Library Services shall compile, in Superintendent of Documents number order, a comprehensive list of publications and

holding libraries, which shall be transmitted to the Connecticut State Library on a quarterly basis for decision.

                                                                                   

2-2.       THE DEPARTMENT OF STATE LIBRARY SERVICES, in consultation with the Advisory Committee, shall establish and periodically review a schedule, format

and procedures for the disposal requests it receives.The schedule will limit requests in such a way that the present backlog of unwanted materials may be

considered in manageable increments by the Connecticut State Library. Upon receipt of the Connecticut State Library’s instructions regarding the

disposal requests of Rhode Island depositories, the Department of State Library Services shall promptly transmit the instructions to the various depositories and

distribute to all depositories in Rhode Island a list of the publications to be offered to them and subsequently to be made available to selective depositories in Connecticut.

3.            COLLECTIONS

3-1.       THE DEPARTMENT OF STATE LIBRARY SERVICES, with the assistance of the Advisory Committee, shall monitor the collection patterns of selective

depositories in Rhode Island and, upon the occasion of any significant shift in holdings, coordinate a cooperative response to assure that the statewide

holdings are maintained and improved.

3-2.       THE DEPARTMENT OF STATE LIBRARY SERVICES shall receive a copy of any request for authorization to transfer depository material within Rhode Island

between depositories and shall advise the Connecticut State Library concerning the requests.

4.            REFERENCE AND INTERLIBRARY LOAN SERVICES

4-1.       THE DEPARTMENT OF STATE LIBRARY SERVICES shall advise libraries in Rhode Island to continue to depend on the reference and interlibrary loan

services of depositories in-state and to seek such services from the regional depository at the Connecticut State Library only when it has been ascertained

that the material needed is not available in any Rhode Island depository.

5.            WORKSHOPS, TRAINING SESSIONS, AND CONSULTATIVE SERVICES

5-1.       THE CONNECTICUT STATE LIBRARY shall invite Rhode Island Depository librarians to government publications workshops and training sessions offered

in Connecticut.

5-2.       THE DEPARTMENT OF STATE LIBRARY SERVICES shall coordinate such programs in Rhode Island, in cooperation with the Consortium of Rhode Island

Academic and Research Libraries Government Documents Committee and other sponsoring organizations, and shall similarly notify the Connecticut State

Library of programs offered.

5-3.       THE DEPARTMENT OF STATE LIBRARY SERVICES shall designate one or more depository consultants for Rhode Island, as recommended by the Advisory Committee from among its membership.A consultant so designated shall:

a)            agree to serve for a specified term in that capacity;

b)            visit and advise depository libraries in Rhode Island that may from time to time request such assistance;

c)            advise the Department of State Library Services and the Connecticut State Library of any significant problems perceived in the operations of depositories in Rhode Island.

6.            ENDORSEMENTS

This agreement is subject to annual review and does not preclude future Designation of federal regional depository in Rhode Island subject to 90

Days notice to dissolve the agreement.Provisions in, or procedures Resulting from this agreement will not conflict with the Instructions to

Depository Libraries (latest edition).

                                                                                                                                     

Appendix A

AN AGREEMENT BETWEEN THE CONSORTIUM OF RHODE ISLAND ACADEMIC AND RESEARCH LIBRARIES GOVERNMENT DOCUMENTS COMMITTEE AND THE CONNECTICUT STATE LIBRARY FOR REGIONAL DEPOSITORY SERVICE FOR U.S. GOVERNMENT DOCUMENTS

            1.         REGIONAL DEPOSITORY.

1-1 THE CONNECTICUT STATE LIBRARY shall serve as the Regional Depository for both Connecticut and Rhode Island as defined by the Superintendent of Documents.

2.    DISPOSITION OF DEPOSITORY PUBLICATIONS.

2-1.       CONNECTICUT STATE LIBRARY shall receive all requests for permission for disposal of unwanted depository publications which have been retained for at least five years by selective depositories in Rhode Island (with the exception of the Naval War College Library which, as a federal library, follows disposal guidelines within executive departments, requesting disposal permission from the National Archives and Records Service).From the various requests

received, the Connecticut State Library shall compile and distribute the lists of requests for disposal.

3.    REFERENCE AND INTERLIBRARY LOAN SERVICES

3-1.       Depository libraries in Rhode Island shall continue to depend on the reference and interlibrary loan services of depositories in-state and to seek such services from the regional depository at the Connecticut State Library only when it has been ascertained that the material needed is not available in any Rhode Island depository.

4.    WORKSHOPS, TRAINING SESSIONS, AND CONSULTATIVE SERVICES

4-1.       THE CONNECTICUT STATE LIBRARY shall invite Rhode Island Depository librarians to government publications workshops and training sessions offered

in Connecticut.

4-2.THE CONSORTIUM OF RHODE ISLAND ACADEMIC AND RESEARCH LIBRARIES GOVERNMENT DOCUMENTS COMMITTEE shall coordinate such

programs in Rhode Island, and shall similarly notify the Connecticut State Library of programs offered.

5.    ENDORSEMENTS

This agreement is subject to annual review and does not preclude future Designation of federal regional depository in Rhode Island subject to 90

Days notice to dissolve the agreement. Provisions in, or procedures Resulting from this agreement will not conflict with the Instructions to Depository Libraries (latest edition) www.access.gpo.gov/su_docs/fdlp/pubs/instructions/index.html