Dec. 4, 1998 DANJ Federal Documents Interest Group Meeting Minutes
Barbara.Campbell at STOCKTON.EDU
Thu Dec 10 12:00:26 EST 1998
DANJ Federal Documents Interest Group Meeting
Friday, December 4, 1998
Hughes Room, Alexander Library, Rutgers University
Geetali Basu, County College of Morris
Barbara Ruth Campbell, Richard Stockton College
Joanne D'Esposito, Monmouth University
Helen F Leskovac, Rutgers Law-Newark
Kathy LeVan, College of St. Elizabeth
Laura Saurs, Newark Public
Jan Wanggaard, Drew
The meeting was called to order at 10:15 a.m.. Ellen
Bonacarti was needed at
Woodbridge Public so Joanne DEsposito presided. Mary
Fetzer, who graciously
provided refreshments, was also unable to attend as she was
needed at another
Although Jan Wanggaard had dutifully posted the minutes of
the October 2 meeting
on DOX-NJ, no one had brought a copy so approval has been
the February meeting.
According to the members of the Delaware Valley Documents
Group who routinely
mount web sites, there are no legal stipulations that you
must contact a web master
in order to link to someone elses site. However, you cannot
download a site,
make minor changes, and then mount it as your own. At the
last meeting we were
going to post a query to GovDoc-L but have not had time to
do so. We also have
not had a chance to post to WebMaster-L. We may wish to get
something in writing,
however, it is probably not necessary at this point.
Jan Wanggaard attended a meeting where the speaker was very
explicit about how to prepare
your Self Study. As a reminder make sure that you download
the Self-Study and insert your replies in clear,
unambiguous, active voice using concise language. DO NOT
use acronyms. Provide only relevant detail. Do not
flounder. Be consistent. If necessary, use bulleted lists.
Find a 10-12 point font and use throughout. DO NOT use
italics. Indent and/or use bold face.
Take note that it is necessary to keep a log of shipping
lists for they do not all arrive
in chronological order. We should be keeping track of the
shipping list number in
a log book as well as in a spreadsheet or word-processing
file. Within 60 days we
are required to make claims for missing items so you must
keep the shipping lists
in order to identify items that are missing from your
Barbara Campbell announced that she had followed a link in a
GovDoc-L Dec. 1
post that lead her to the FDLP/State University of New York
at Buffalo Enhanced Shipping List Service. Barbara
downloaded the files using the instructions, followed the
to the FDLP item profiles, downloaded her profile,
downloaded a shipping list,
and printed out a sample sheet of item labels. The service
is free, easy to use,
and has the added feature of providing shipping lists in a
format that can easily
be imported into a spreadsheet program.
For those interested, check out:
Kathy LeVan decided to follow up on a post about impending
inspections and called
Sheila McGar at GPO. She learned that there are not enough
bodies to conduct
the Self-Studies and that they cannot estimate when each
library will be sent its
Each library MUST do the Self-Study but it is not necessary
to invite an inspector to
your library, unless, you wish to do so.
The Library Director has to sign off on the Study before you
submit it. The questions are designed to alert you to what
you should be doing. Those libraries that have been placed
on probation will be inspected.
The committee resumed their line by line discussion of the
Self-Study at the section marked
Each library should have an electronic shelf list. Its not
a requirement but it is highly
recommended that one be under consideration. Laura asked us
each to calculate the
time that is spent on paper versus how much time it would
take to key data into a
simple word processing program.
Keep in mind that the FDLP requires you to keep a shelf list
to the piece level noting each
serial, annual and biennials receipt.
Under retention, ask yourself why you keep superseded
documents and why you do not
weed every five years. If staffing is an issue, state so.
The shelf list should give a picture of whats on your
shelves. For example, you should
be able to give a profile of a particular range for a
Make sure you shelf-list what you are getting NOW and that
you have a profile of
community needs NOW.
Make sure you have some sort of written procedures manual.
Keep the correction sheets that you receive as part of
Administrative Notes in a separate
notebook and address how you treat corrections. See the
askLPS Home Page and the
WEBTech Notes page at
The committee then moved on to Section III, Maintenance
Check to make sure your depository has a binding policy. If
so, is it any different than your
host librarys policy? It is irrelevant whether or not the
depository down the road treats its
items differently than yours. It is extremely important, on
the other hand, that your host library
treats its government document collection the same way as it
treats its other collections. If serials
are bound in the Periodical Department, then government
serials should also be bound.
Do you have a written replacement policy for lost documents?
Do you replace lost and/or damaged popular documents?
How do you discard items and when? If you dont discard, why
not? Make sure you never discard anything unless you first
send a list to the regional, in this case Newark Public.
Wait for Laura and her staff to match the items on the list
to her collection. Once she has
completed the task and notified you, then send her what she
requests and post the remaining
items to the Needs and Offers at
http://docs.sewanee.edu/nando/nando.html AND to DOX-NJ.
Laura is experiencing a back log at the moment so dont
become alarmed if you do not hear back
from her for awhile.
As a rule of thumb we should be discarding anything on the
Superseded Lists. Do not include
these in the discard list.
Address theft issues, make sure you write in your procedures
manual that you remove all rubber bands, plastic wrap, and
The committee will take up the discussion next time starting
with section IV: Human Resources.
The next meeting of the Federal Depository Interest Group
will be held on Friday, February 5, 1999, weather
permitting, at the Woodbridge Public Library from 10:00 a.m.
Respectfully submitted on Thursday, December 10, 1998 by
Barbara Ruth Campbell
The Richard Stockton College of New Jersey
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