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