Agenda:

• Personal introduction by Arlene Weible, Federal Depository Coordinator at the Washington State Library and Regional Depository Librarian for Washington and Alaska
• What do selectives want/need from the regional
• SuDocs Letter to Directors: Changes in FDLP
• Concerns/issues to take back to FDLP fall meeting
  • Arlene began working with documents at Yale where she received excellent documents training for 2 1/2 yrs. She moved back to her home state of Oregon by taking a job at Willamette managing both serials and documents. While in that position she was very involved in the Oregon's document group both chairing the group and producing the group's newsletter. One of the reasons she took the WSL position was to get back into documents work full-time. Having worked in a selective depository, she can empathize with selectives.
  • Arlene noted that one of the primary responsibilities of the regional was coordination and development of depository collections in the state-- who has what, who wants to get rid of what. She asked "How are things working?" "What would you like to see the State Library do?" Responses and discussion included the following:
    • Q - Should we be offering disposal lists to regional first?
    • A - No. Post the lists at the same time, to regional and selectives. However, regional gets first dibs. Don't wait to hear from the regional. Wait 30 days, and if you haven't heard anything, dispose of the materials. Regional will collect disposal lists and put into spreadsheet.

Disposal Procedures:

• ? Post to deposlib first, or simultaneously with govdoc-l and national needs & offers (Kevin Reynolds, University of the South, http://docs.sewanee.edu/nando.html)
• ? Attachments to e-mails are discouraged. If you do use attachments, use a common file format such as rtf, doc. If you have trouble reading a file, contact the regional.
• ? Follow disposal guidelines in State Plan, Appendix 5.
• ? Follow detailed disposal procedures outlined in the Instructions to Depository Libraries, Chapter 4 http://docs.sewanee.edu/nando.html Exception would be a collection of old, uncataloged materials. A description of the body of material, including dates of coverage will suffice. It is not necessary to list each item individually. Lily Wai recommended using the same guidelines as those for microfiche. Offer to provide more detail, if needed.

Web Site:

Attendees felt strongly that they wanted the State Library to have a web site devoted to the Washington/Alaska regional federal depository library program. However, Arlene does not want to recreate the FDLP web site. Suggestions for information to be covered on the web site included disposal guidelines, and information on the selective depositories (collection strengths, histories, contact information, etc.).

ILL Services:

Goal is to have free access to collections. Presently, some libraries charge an exorbitant amount for ILL of fed docs which forces libraries in Washington state to request items out-of-state because it is cheaper. For the future, Linda Fredericks suggested that the regional facilitate cooperative ILL arrangement between depositories. (May require the State Librarian to negotiate with other library directors?) Cascade, merged catalog of higher education institutions in Washington state, has expedited ILL and delivery is free. Those not in the consortium can still search the catalog, but not use other services. Ann Roselle would like to see cooperative cataloging in adding records for electronic federal documents. Since WSL is not involved in Cascade, it would be up to the academic libraries to initiate. However, Arlene would be happy to provide any support to help Cascade libraries begin this discussion, since she was involved in a similar project in Oregon.

Reponse to "The Letter"

• SuDocs Letter to Directors: Changes in FDLP [Originally sent to depository library directors 08/25/00 and published in the 09/15/00 Administrative Notes] http://www.access.gpo.gov/su_docs/fdlp/coll-dev/sdltr8-25-00.html Linda Fredericks would like to see WSL officially respond to the letter, in order to answer questions from selective depository library directors in the state. Arlene thought this might be a possibility after the fall FDLP meeting and after GPO has clarified the situation and answered our questions. Law libraries fear that directors will close access to the public if their library does not remain a depository.
• Questions attendees would like Arlene to take to D.C. include:
  • Why is it important to be a depository?
  • Could there be different models of depositories based on level of participation? (i.e. archival, public access to electronic fed docs).
  • What is the definition of "significant reference value"?
  • How will "permanent access" to federal agency documents online be guaranteed?
  • What is the status of the core list?

NGIN Administrative Business

The decision was made not to continue an annual regional federal depository meeting. Instead, the regional librarian will call special meetings as needed. At NGIN meetings a time slot will be dedicated to ongoing communication from the regional. There will be two educational NGIN meetings a year. One in the spring on the eastern side of the state, and one in the fall on the western side of the state. Special meetings can be called. For instance, after the fall FDLP meeting there will be a meeting for Arlene, Linda, and Cass to report back what transpired in D.C. Tentatively, the meeting will be held at Tacoma Public Library on Nov. 13, 2000 from 10:00-3:00 pm, more details will be following.

Also, please report back on how your depository currently handles the printing and binding of electronic documents for your collection. Which ones do you choose to make hard copies of? Criteria? Arlene will cull postings off govdoc-l and post important, relevant submissions on deposlib. Arlene, as regional depository librarian, wants to support and help coordinate continuing education opportunities. She asked attendees what workshops or training they'd like offered. Suggestions included:

• Documents for non-document folks by types of resources-- legal, medical, business, environmental Accessing electronic resources
• Military
• Climatological, especially historical data (bring in NOAA folks?)
• Treaties
• Processing "in the electronic age" for technical services staff

Remember to pay your NGIN dues. Send a check, made out to Linda Fredericks, for $10.00 to:

Linda Fredericks, Documents Librarian
Bellevue Regional Library
1111 110th Ave. NE
Bellevue, WA 98004

Next Meeting: Although in previous discussions it was intimated that the spring meeting would be in Whitworth, this idea was decided against. Because last year's NGIN meeting was in Spokane and the upcoming WLA meeting will be in Spokane, attendees felt they didn't want to meet there again so soon. It was decided, instead, to meet at Central Washington University (Ellensburg) in June. The topic of the meeting will be environmental library resources. Rob Lopresti will present. We may also try to get an EPA librarian to speak. In spring 2002 it was suggested that we meet at Whitman in Walla Walla.