Needs & Offers: Procedures for Withdrawing and Discarding
Depository Publications
Revised November 2009
Offers without List | Offers with List | Hearings| List Requirements | Creating a List | Send the List | What Happens to List | When to Discard | Oddball Rules | Where to Send List |
Contact & Questions
What Can I Offer Without Making a List?
- Fiche
If you are discarding a significant run, send a courtesy message to cogopub-l@ lists.colorado.edu. Someone else may want your run.
- CD-ROMs
Send CD-ROMs with the following SuDocs stems to CU Boulder: C3, I, EP, NAS, or items with the words “Colorado” in the title to the attention Leanne Walther via courier or US Mail. The rest can be discarded. If you are discarding a significant number with SuDocs stems other than the ones mentioned above, send a courtesy message to cogopub-l@lists.colorado.edu.
- Floppy disks
- Series that don't need to be listed
- Superseded versions
Find the list at http://www.access.gpo.gov/su_docs/fdlp/pubs/suplist/
(For example: Any separates, slip opinions, slip laws, or advance reports after receipt of the bound volumes or cumulating issues or products, reprints when you hold the original, etc. A more complete description of the types of materials that are superseded is available at http://www.access.gpo.gov/su_docs/fdlp/pubs/suplist/suplist.html#7.)
What Can I Offer with a List?
Special Procedures for Hearings
| Date of Hearing |
Procedure |
Rationale |
| 1823-1944 |
Check Chinook for missing items.
Send print copies of hearings with particular significance to the West directly to CU.
Remainder may be withdrawn without listing.
|
CU Boulder has a complete run of these hearings on microfiche. We would like paper copies of hearings with particular significance for the West (e.g. Native Americans, land use, and water). |
| 1945-1979 |
Create lists and send to CU Boulder. |
No microfiche. Gaps in print holdings. As item conversion project progresses, this part of the process will be revised. |
| 1980-present |
Check Chinook for missing items.
Send any missing materials to CU Boulder.
Withdraw without listing.
|
CU Boulder has a complete run of these hearings on microfiche. We would like to replace any print materials that we have identified as missing. |
List Requirements
- Include your library, name, and contact information on each list.
- Only one SuDocs stem per list.
- No more than 80 titles per list.
- No more than 5 lists to the regional at a time. Because of the requirement for listing by stem, it is acceptable to send a much larger number of short (1-10 items) lists at one time.
- Acceptable file format: Microsoft Word.
- Titles must be checked against the superseded list at http://www.access.gpo.gov/ su_docs/fdlp/pubs/suplist/ prior to submission.
Creating Offers Lists
- Click here to view instructions.
Where to Send Your Lists
What Happens After I Send My Lists?
- After CU Boulder clears the lists, they will be posted to the Needs and Offers Wiki (http://needsandoffers.pbworks.com/) with a date of expiration. CU Boulder is responsible for determining the expiration date, posting the lists, and deleting them. Lists remain on the wiki for 45 days.
- Send any needs requests you’d like to see posted on the wiki to the attention of Leanne.Walther@colorado.edu
- Once a week, CU Boulder will send an e-mail summary to the Colorado list. The summary will contain information about the SuDoc stems of the files posted to the wiki during the week.
- Discarding libraries must retain all documents until the expiration of the offers list. CU Boulder has 1st priority for claims. Depository libraries in Colorado have 2nd priority for claims. All other libraries have 3rd priority. Discarding libraries should process requests AFTER the expiration date to comply with this prioritization.
When Can I Discard?
Oddball Things that Don’t Seem to Fit Anywhere Else
- Libraries that bind serial titles may request missing issues via the cogopub-l@ lists.colorado.edu list when they are ready to bind. Depository libraries may supply missing issues to a requesting library immediately. This is an exception to the five-year rule for retention of tangible items.
What Address Should I Use When Mailing Discarded Materials to the Regional?
Whom Should I Contact if I Have Questions?
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