NDSU Libraries Government Documents Policies

Introduction

The North Dakota State University Library was designated a depository for federal government publications in 1907.

The NDSU Library and the Chester Fritz Library at the University of North Dakota together constitute the Joint Regional Depository for North Dakota. The Joint Regional Depository was established in 1968. The collection is divided between the two libraries by government departments using the initial letter of the Superintendent of Documents classification for that department.

The Library's primary users are the students, faculty and staff of North Dakota State University. In addition, we serve the citizens of North Dakota and the region. Access to the Library is open to all, and no restrictions are placed upon who may use Federal publications in all formats in the Library.

Borrowing privileges for circulating materials are extended to

  • NDSU faculty, staff, students, and alumni.
  • Students from other North Dakota higher education institutions.
  • Local residents, upon qualifying for a borrower’s permit.
  • Anyone requesting loans submitted through interlibrary loan from another library.

Loan periods are consistent with similar materials in the Library’s other collections.

Selection

In compliance with the agreement for the Joint Regional Depository, NDSU Library selects all materials in classifications beginning with A, D, E, F, H, I, M, O, R, V, and W.

The NDSU Library may also select and duplicate some publications from UND's areas of responsibility (classifications beginning with B, C, G, J, L, N, P, S, T, X, and Y). The Documents Librarian conducts an annual review of NDSU’s selections and non-selections from its non-regional classifications and determines what materials should be received. Consideration is given to materials that support the curriculum and the research, education, and information interests of students, staff and faculty, and the information needs of the community and region. The Documents Librarian may consult with other subject librarians or the Collection Management Coordinating Team in making selection decisions.

Changes to the selection profile are made in accordance with the Superintendent of Documents selection update schedule.

Materials not available at NDSU may be requested for patrons through Interlibrary Loan.

Locations of Materials

Government publications on paper and tangible electronic formats (such as CD-ROMs and DVD-ROMs) are shelved in the northwest section of the upper level of the Main Library.

Microfiche are filed in microfiche cabinets on the lower level. Microfiche readers and reader/printers are available.

Paper, microfiche, and tangible electronic products collections are arranged by the Superintendent of Documents classification system.

Most maps are filed in map cases on the lower level. Selected maps are filed in the reference room.

Selected materials may be cataloged for the reference collection, if they fit the scope of the reference collection policy, by agreement of the Documents Librarian and the Reference Collection Coordinator or the members of the Research Services Coordinating Team. Older, non-superseded editions of series selected for the reference collection are shelved in the LC collection. Single publications and publications in series that have been discontinued by the issuing agencies should be returned to the documents collection when they are removed from the reference collection.

Selected indexed government periodicals are classified with and shelved in the periodicals collection.

Selected materials may be cataloged for one of the branch libraries by agreement of the Documents Librarian and the supervising subject librarian.

Selected materials of local or regional historical importance may be cataloged for the Institute for Regional Studies by agreement of the Documents Librarian and the Archivist.

Electronic Formats

Internet access to electronic government information is available on computers located in the reference room. A fee may be charged for excessive printing by non-NDSU patrons.

A list of links to prominent or useful web sites is maintained by the Documents Librarian. Selected electronic government periodical titles are included in the E-Journals database.

Tangible electronic products, if not currently loaded on the Library's computer network, may circulate.

Reference Service

General reference service is provided for government documents at the main reference desk on the main floor. In-depth reference service for government documents is available by contacting the Documents Librarian.

Many government publications in all formats are included in the online catalog. The Documents Librarian reviews all new government publications for inclusion in the online catalog. Older publications already in the collection may also be reviewed for inclusion in the catalog.

A database of government publications may be accessed via the Internet. Indexes for locating older publications are available in the reference collection.

Binding

Binding may be arranged through the staff in the Periodicals Department. Various bindery options are available including pinning and home, vello, comb, and commercial binding. Binding is done at the discretion of the Documents Librarian or the Documents Associate.

Types of materials that should be considered for binding include:

  • Issues of periodicals when a volume or year is complete.
  • Items that are worn or have loose pages.
  • Items sent as loose pages.

Weeding

Publications in NDSU's collection that were issued by agencies in UND's areas of responsibility may be disposed of after five years from the date of receipt, or when superseded by another publication, in accordance with Superintendent of Documents rules and North Dakota Joint Regional Depository procedures.

Replacement

An attempt will be made to replace lost, damaged or worn materials if they are the current editions of items in NDSU’s areas of Regional responsibility, or, if not, are considered to be appropriate for selection according to criteria stated in this policy.

Replacements are obtained by one of the following methods:

  • The documents librarian receives a budget each year, which can be used to order copies of sales publications.
  • Missing items are listed on a needs list which is checked by other North Dakota depository libraries when discarding materials.
  • Discard lists from other depository libraries are checked against the list of missing items and NDSU holdings records.
  • Copies borrowed through Interlibrary Loan are photocopied.
  • Microfiche copies are requested through Interlibrary Loan.
  • Copies are requested from issuing agencies.

Patrons are charged replacement cost, plus the current Library processing fee, for items lost while checked out to them. If no replacement cost is available, the charge is $.10 per page for print, $3.00 per sheet for microfiche, or $40.00 per disc for CD-ROM.

Efforts to obtain materials on the out-of-print market will be made if the material is determined to be of enough importance to justify those efforts.

Approved CMCT 4/1/2003
Minor updates KT 7/12/2006