These guidelines are established to articulate Maxwell Library's policy toward the development of the government documents collection and to specify responsibility for document collection management. The Maxwell Library recognizes the authority of the U.S. Government Printing Office to regulate federal depository libraries, as stated in Title 44, Chapter 19, of the U.S. Code, and acknowledges it responsibility to adhere to the rules and regulations set forth in the Instructions to Depository Libraries, the Guidelines for the Depository System and the Federal Depository Library Manual.
The primary mission of the Government Documents Department is to provide access to state and federal publications for the students, faculty and staff at Winona State University and the general public. Toward this end, the Department's goal is to acquire, house, organize, and manage government documents which either meet the curricular and academic needs of Winona State or support the political, social and economic interests of the citizens and organizations of the area. For Winona State students, faculty, alumni and staff with valid university identification, the Maxwell Library will borrow documents held at any library in the Minitex system, including the regional depository at the University of Minnesota. For other patrons, bibliographic information will be provided with referral to the local public library for interlibrary loan from the regional depository.
II. Service Area and user profile
The Department serves as a selective depository for the southeast portion of the First Congressional District, and as the area's regional depository for state documents. A majority of the users are students, faculty and staff of Winona State. Within the University, most users come from the social sciences, and the most heavily used area of the collection is our collection of Congressional Hearings. Outside of the University, the collection is used by the local government agencies, by local businesses, by other colleges in the area and by local individuals. By far, the most heavily used part of the collection by the community are the laws and regulations of the federal government.
Other federal depositories in the area that are closest to Winona State are in Wisconsin. They are the University of Wisconsin, LaCrosse, with a 50% selection profile, the LaCrosse Public Library, with a 25% selection profile, both within 35 miles, and the University of Wisconsin, Eau Claire, with a 50% depository at 70 miles away. The selective depositories closest within Minnesota are Carleton College, with a 20% selection profile, and St. Olaf College, with a 17% selection profile, both 80 miles away. Carleton and St. Olaf coordinate their collection development, so that the combined coverage is quite high. The regional depository, the University of Minnesota, with a 100% selection profile, is roughly 120 miles away.
The Federal Depository at Winona State University has a long, checkered history. In the book Semi-Centennial Historical Sketch and Notes, Winona State Normal School, 1860-1910, it says, "In 1884, thru the courtesy of Congressman Mark H. Dunnell, this library was made a depository for Federal documents for the First Congressional District." In 1910, there were 4,000 documents in the collection. No record exists from that period in the modern Documents Department, and none of the old documents remain. Apparently, the Winona State University Library lost its depository status after that book was written.
The current depository was begun on February 24, 1969, when the Maxwell Library at Winona State Teacher's College was granted selective depository states by Albert Quie, who was the district's representative to the U. S. Congress at the time. The Maxwell Library has selected between 20 and 25% of the available selection classes for most of our recent history. Until 1980, the library purchased the entire depository collection on microcard from the Readex Corporation and discarded most of the paper format.
IV. Selection of Government Documents
U.S. government publications which are not available through the depository program will be acquired selectively as any other library materials are selected, through a request to the acquisitions department. Payment may be made through the Library's GPO deposit account when practicable.
B. Selection Guidelines, Federal
Winona State will select item numbers if they meet all of the following criteria:
A number of our depository selections have been placed in different locations in our library. Some heavily used titles are in the general reference area. Other titles which we plan to keep indefinitely are cataloged in the circulating Dewey collection. Some geological maps are located in the Geology Department.
State depository materials are located primarily in the documents microforms area. Paper documents are almost all cataloged in the general circulating collection. Miscellaneous paper state documents not cataloged are located at the end of the government documents shelves, after the federal Sudoc shelves.
Access to federal documents and information at WSU is ensured by:
VI. Cancellation of items
Items will be canceled from the Library's item list at the discretion of the Government Documents
Librarian. Items will be canceled in accordance with Chapter 2d. of Instructions to Depository Libraries.
Items which have been deleted from the item list will become candidates for withdrawal from the collection. Such items will be reviewed under the rationale that an item which is no longer worth obtaining is likewise probably not worth retaining. However, such items cannot be withdrawn until after five years after their receipt, in accordance with section 6-4 of Guidelines for the Depository Library System, and Chapter 4 of Instructions to Depository Libraries (revised 1992).
VII. Withdrawal of Items from the Collection
Withdrawal of federal depository items from the Maxwell Library will be done in accordance with the
rules set forth in Chapter 4d of Instructions to Depository Libraries. Items must be retained for five years
from their date of receipt unless they appear on the List of Superseded Items or are duplicates. The
decision to withdraw items from the collection will be made by the Government Documents Librarian,
subject to review by the Library Dean and the Regional Depository Librarian.
When evaluating items for possible withdrawal, consideration will be given to amount of actual recent
use, obvious lasting value, amount of space required, the availability of the item elsewhere in the state,
and duplication of the information elsewhere in the Library.
VIII. Security and Maintenance of the Collection
The bulk of the paper volumes (all those over ten pages) are tattle-taped for security. The Compact Discs
are kept in a staff only area, and can only be used if the patron leaves some form of identification during
use. Neither microformats nor CD-ROM circulate outside the building without the approval of the
Government Documents Librarian. Binding will be undertaken when deemed appropriate by the
Government Documents Librarian. Usually, those books bound for long term inclusion are also those
cataloged and located in the general circulating collection.
IX. Revision of the Collection Development Policy
This policy statement will be reviewed and amended as deemed necessary by the Government Documents
Librarian. Major changes in the University curriculum, its mission or the needs of the community should
signal the need for a major review of this statement, done in consultation with the Library Dean.
Appendix A. Collecting levels by agency
Selection Classes ------------------------- Department Level Total WSU selects Percent A. Agriculture 1 443 29 6.5% AE. Archives and Records 3 33 17 51.5% C. Commerce 3 1,227 349 28.3% D. Defense 2 721 53 7.4% E. Energy 2 234 30 12.8% ED. Education 4 113 60 53.1% EP. Environmental Protection 2 178 19 10.7% FEM. FEMA 1 75 1 1.3% HE. Health 3 903 307 34.0% HH. Housing 2 68 11 16.2% I. Interior (except USGS) 2 411 75 18.2% I 19. US Geological Survey 4 233 102 43.8% J. Justice 3 173 55 31.8% Ju. Judiciary 2 45 12 26.7% L. Labor 3 245 45 18.4% LC. Library of Congress 3 133 50 37.6% NAS. NASA 4 64 29 45.3% P. Postal Service 2 34 7 20.6% PM. Personnel 1 44 4 9.0% PREX. Pres. Exec. Offices 3 89 38 42.7% S. State 4 68 40 58.8% SBA. Small Business 1 27 5 18.5% SI. Smithsonian 2 34 9 26.5% T. Treasury 2 75 15 20.0% TD. Transportation 2 328 43 13.1% VA. Veterans admin. 1 62 3 4.8% X.-Y 1.1, Y 4. Congress 4 148 (82)* 65 43.9% (79.3%)* Y 3,Y 10 Congress Commissions 2 193 44 22.8% * The larger total figure includes some selection classes that are duplicates of others, but in microformat. The figures in parentheses represent the totals without duplicates. Level refers to collecting strength based on ALA. Subcommittee on Guidelines for Collection Development. Guidelines for Collection Development. Chicago: ALA, 1979. 0 = out of scope 1 = minimal 2 = basic information 3 = instructional support 4 = research 5 = comprehensive
Appendix B. Acknowledgments