FDLP

Cataloging Record Distribution Program

The Cataloging Records Distribution Program (CRDP) provides GPO produced catalog records to participating Federal depository libraries at no cost to the libraries.

The U.S. Government Publishing Office (GPO) started the CRDP on October 1, 2009 and has expanded the program each year. Currently, it serves up to 135 Federal depository libraries.

GPO contracts with MARCIVE, Inc. for bibliographic related services for CRDP participants.  MARCIVE personnel work with each participating library to develop a CRDP bibliographic records profile, and they provide monthly sets of GPO produced bibliographic records for each library, based on their individually customized profiles.

Libraries add the records to their own library catalogs, enhancing public access and awareness of U.S. Government publications. Libraries do not pay to participate; however, they must follow minimum participation requirements in order to remain in the program.

Benefits of the CRDP

The advantages to participation are many, including:

  • The service is available at no cost to participating Federal depository libraries.
  • Quality bibliographic records are provided monthly.
  • Participating libraries profiled to get current bibliographic records can make changes anytime to their FDLP item number selection profiles and will automatically get bibliographic records the next month based on the updated item number selection profiles.
  • Libraries may configure the bibliographic record files received.
  • The monthly process for acquiring the records sets is easy.
  • Receiving bibliographic records reduces library staff cataloging time.
  • Participants have consistently praised CRDP customer service.
  • Library staff may request a referral to a CRDP Buddy, a knowledgeable librarian at another CRDP participating library who has offered to help consult about the CRDP.

How to Join the CRDP

Participation in the CRDP is “first come, first served".

Contact GPO’s Office of Outreach and Support if you are interested in learning about any program vacancies. Ask for Kathy Bayer or Lara Flint.

The CRDP has proven to be so successful that GPO typically has a waiting list for participation. Libraries on past waiting lists have joined the CRDP at the beginning of the next fiscal year. If a program vacancy arises during the fiscal year, the next library on the waiting list is able to join the program at that time.

If your depository library is interested in joining, you are encouraged to:

  • Review the CRDP minimum participation requirements to make sure your library will be able to fulfill the requirements.
  • Review the CRDP Profile Guide, which provides instructions that libraries joining the CRDP follow to notify MARCIVE how they would like their records sets customized.
  • Review and update the depository’s FDLP item number selection profile, as appropriate.

Once GPO invites your library to join the CRDP:

  1. Review the following:
    •  CRDP Profile Guide
    • Joining the CRDP A short outline of steps to take when joining the CRDP and what you can expect once your library is an active participant
    • A webcast about completion of the CRDP Profile Guide 
  2. Submit the CRDP Profile. Access the form through the link in the first paragraph of the CRDP Profile Guide.

Participation Requirements

Since GPO pays for participating libraries to receive bibliographic records through the CRDP, these libraries are required to:

  • Maintain CRDP point(s) of contact with both GPO and MARCIVE, Inc. A library must always have a current point of contact for this program. Notify both GPO and MARCIVE of any changes in the point of contact.
  • Retrieve, review, and load the records on a timely basis, which is preferably within two weeks but at least before the next set of records is available the following month.
    • Retrieve catalog records each month. Records are typically made available at the end of the second week of the month.
      • Failure to see the email notification from MARCIVE about availability of records or to be contacted by GPO about record pick-up does not excuse a library from picking up records. If you haven’t seen a notification by the middle of the month, you should get in touch with MARCIVE to inquire about records availability.
      • If you miss picking up records during the two-week window, you may contact MARCIVE to request reposting. This may be done only once per fiscal year and must be done by the end of the month that the records were made available.
    • Review and analyze the retrieved catalog records.
    • Load the records, based on local protocols, into the ILS/OPAC and test the results.
  • Profile to receive at least ten records each month, on average.
  • Complete an annual GPO survey about the CRDP.
  • Have an integrated library system which supports Resource Description and Access (RDA) bibliographic records.
  • (For new participants,) complete the initial CRDP profile and testing within two weeks after joining the CRDP.

PLEASE NOTE: GPO monitors non-compliance with these requirements and reserves the right to remove libraries from the CRDP when they do not fulfill the requirements.

If your library is uncertain about meeting the participation requirements, please note that GPO catalog records are available through other sources.

To get a sense of how many bibliographic records your library may get each month based on your current FDLP item number selection profile, you may search the section entitled “Catalog”, filtered by your depository library number, in Documents Data Miner 2.

CRDP Profile

Participating libraries create a CRDP Profile to describe the types of records they wish to receive and how they will be organized in order to meet the specifications of the local library system.

See the Profile Guide, which has instructions for a new library joining the CRDP, for more information about the CRDP Profile.

Each library participant may select one of the following options:

  • All newly created cataloging records
  • All new records, plus changed or updated bibliographic records
  • One of the above options, plus Historic Shelflist records
  • Historic Shelflist records
Libraries joining the CRDP

Libraries joining the CRDP set up their CRDP Profile through the form linked from the CRDP Profile Guide.  
New libraries in the CRDP may make two cataloging specification updates within the fiscal year they join. GPO’s fiscal year runs from October 1st through September 30th.

Current CRDP participants

Participating libraries contact MARCIVE, Inc. directly to make changes to their CRDP Profiles.
Each continuing CRDP library is entitled to make up to two cataloging specification updates to the record sets output during each Federal fiscal year. GPO’s fiscal year runs from October 1st through September 30th.
Participating libraries, please note: When you update your library’s FDLP item number selection profile or GPO makes changes to item numbers that affect your library’s profile, MARCIVE automatically provides bibliographic records the next month for the updated item numbers selected.  There is no need to notify GPO or MARCIVE about item number changes.

Record Customization

Record sets may be customized in the CRDP. Libraries may choose from among the following CRDP custom options:

  • Organization of records sets. They may be in one file or they can be separated by format, such as serials or online only (EL).
  • Output limited by format, such as online only (EL)
  • Creation of item record holding fields
  • Creation of up to four holding codes
  • Placement of OCLC numbers, SuDocs class numbers, and designated MARC fields according to local practice
  • Record sets in MARC-8 or UTF-8
  • Sending records to OCLC for the purpose of setting holdings
  • Acquiring Historic Shelf List cataloging records (brief records), with either:
    • All records
    • All records by agency (e.g., All A’s = All records from the Department of Agriculture or all Y’s = All Congressional Documents). No further breakdown is offered by SuDocs stem. Multiple agencies may be selected.

Note that MARCIVE adds the following note in a 500 field, as applicable, to CRDP records: “CRDP Project record” or “CRDP Project Historic Shelflist record.”

Record Distribution

Records are distributed in batches once a month from MARCIVE, typically at the end of the second week of the month. The records sets are for publications cataloged by GPO during the previous month. Libraries are notified by MARCIVE each month by email when their records are available to pick up via FTP or HTTP.

MARCIVE will announce record availability, quantity of records, and location where the records may be retrieved through email notification to the CRDP point(s) of contact. Once notified, libraries have two weeks to retrieve records.

Libraries choosing to leave the CRDP may retain the bibliographic records received through the program.

Excluded Services

The following services are not available through the CRDP:

  • GPO acquisition records (brief bibs)
  • MARCIVE Shipping List Service (SLS) records
  • Barcodes/smart barcodes
  • Superintendent of Documents (SuDocs) number labels
  • Access to MARCIVEWeb Docs (database offered by MARCIVE)
  • Authority control services
  • Custom reporting
  • MARC records profiled by criteria not in the CRDP
  • Record loads tailored for a consortial catalog
  • Retrospective cataloging

Guidance, Questions, and Technical Assistance

CRDP Buddies

Looking for guidance about CRDP workflows or best practices from a practitioner?  Request a referral to an experienced librarian who has offered to consult about the CRDP. A referral is typically made to a library using the same integrated library system.

To request a CRDP Buddy, contact GPO’s Office of Outreach and Support (see below).

GPO thanks all the librarians who have volunteered to share their expertise and consult with their colleagues about the CRDP.

Contact GPO if you:
  • Have general questions or comments about the CRDP
  • Would like to join or leave the CRDP
  • Want to update your library’s CRDP point(s) of contact
  • Wish to request a CRDP Buddy

Contact Kathy Bayer or Lara Flint in GPO’s Office of Outreach and Support by:

  • Phone: 202-512-1119
  • Electronic:Email Outreach and Support Form
  • askGPO. Please select the category “Federal Depository Libraries” and the subcategory “Cataloging Record Distribution Project.”
Contact MARCIVE, Inc. if you:
  • Have technical support questions about CRDP profiling, ongoing profile maintenance or updates, records formatting, or receipt of files
  • Have other technical questions about the CRDP
  • Want to leave the CRDP
  • Want to update your library’s CRDP point(s) of contact

Contact MARCIVE, Inc. representatives by:

  • Phone: 800-531-7678
  • This email address is being protected from spambots. You need JavaScript enabled to view it.

Participating Libraries in FY2016

State Library
Alabama Auburn University, Ralph Brown Draughon Library
University of Alabama Huntsville Salmon Library
Alabama A&M University, J.F. Drake Memorial Learning Resources Center
Alaska University of Alaska Anchorage UAA/APU Consortium Library
Arizona Arizona Western College Academic Library
Arkansas Arkansas State University, Jonesboro Dean B. Ellis Library
University of Arkansas at Pine Bluff John Brown Watson Memorial Library
Arkansas Baptist College, J.C. Oliver Library
California California State University, Northridge Delmar T. Oviatt Library
College of San Mateo Library
Downey City Library
Inglewood Public Library
San Francisco State University J. Paul Leonard Library
Colorado Colorado Mesa University John U. Tomlinson Library
Western State College Leslie J. Savage Library
University of Colorado, Colorado Springs Kraemer Family Library
Connecticut Connecticut College, C.E. Shain Library
Post University, Traurig Library
Trinity College Library
Wesleyan University, Olin Library
Yale University, Lillian Goldman Law Library
District of Columbia District of Columbia Public Library
Georgetown University Lauinger Library
National Library of Education
U.S. Department of Justice Main Library
Florida Lake-Sumter State College Library
Florida State University, Robert Manning Strozier Library
Stetson University College of Law Dolly & Homer Hand Law Library
Georgia Dalton State College Derrell C. Roberts Library
Mercer University Furman Smith Law Library
University of Georgia School of Law Library
Guam University of Guam Library
Illinois Chicago Public Library
Oakton Community College Library
Illinois State Library
Olivet Nazarene University Benner Library & Resource Center
Poplar Creek Public Library District
Principia College Marshall Brooks Library
Southern Illinois University Edwardsville Lovejoy Memorial Library
University of Illinois Urbana-Champaign Government Documents Library
Indiana Gary Public Library
Indiana State University, Cunningham Memorial Library
Iowa Davenport Public Library
Drake University Law Library
Graceland University, Frederick Madison Smith Library
Loras College Library
University of Northern Iowa Rod Library
Kentucky Western Kentucky University Helm-Cravens Library
Louisiana Tulane University Law Library
Loyola University New Orleans, College of Law Library
Tulane University, Howard-Tilton Memorial Library
Maryland Harford Community College Library
Massachusetts Harvard College Lamont Library
Harvard Law School Library
Boston Public Library
Michigan Calvin College & Calvin Theological Seminary Hekman Library
Grand Rapids Public Library
Schoolcraft College Eric J. Bradner Library
Minnesota Leech Lake Tribal College Library
Missouri Missouri Southern State University, George A. Spiva Library
Montana Montana State Library
State Law Library of Montana
Nebraska Nebraska Library Commission
Wayne State College Conn Library
Nevada Washoe County Law Library
University of Nevada, Las Vegas, Wiener-Rogers Law Library
New Hampshire New Hampshire State Library (New Hampshire Department of Cultural Resources)
Saint Anselm College, Geisel Library
New Mexico Western New Mexico University J. Cloyd Miller Library
New Jersey Free Public Library of Elizabeth
Drew University Library
Monmouth County Library - Eastern Branch
New Jersey State Library
Rider University Franklin F. Moore Library
Rutgers University, Camden Law School Library
Rutgers University, Newark Law Library
Rutgers University, New Brunswick, Alexander Library
New York New York Law School Mendik Library
Sarah Lawrence College Esther Raushenbush Library
Stony Brook University Frank Melville Jr. Memorial Library
Union College, Schaffer Library
U.S. Merchant Marine Academy, Bland Memorial Library
North Carolina Davidson County Public Library System Lexington Library
East Carolina University, Joyner Library
Fayetteville State University Charles W. Chesnutt Library
State Library of North Carolina (Department of Cultural Resources)
University of North Carolina, Greensboro Walter Clinton Jackson Library
University of North Carolina, Wilmington William M. Randall Library
North Dakota Sitting Bull College Library
Valley City State University Allen Memorial Library
Ohio Ashland University Library
Cleveland State University Cleveland-Marshall College of Law Library
Cleveland State University Michael Schwartz Library
Miami University King Library
Shawnee State University Clark Memorial Library
University of Dayton Roesch Library
Youngstown State University William F. Maag Jr. Library
Otterbein University, Courtright Memorial Library
Ohio University, Alden Library
Cleveland Public Library
Oklahoma East Central University Linscheid Library
Public Library of Enid and Garfield County
Rogers State University Stratton Taylor Library
Southeastern Oklahoma State University Henry G. Bennett Memorial Library
University of Central Oklahoma Max Chambers Library
Oregon Oregon State Library
Pennsylvania Millersville University of Pennsylvania Francine G. McNairy Library and Learning Forum
Scranton Public Library Albright Memorial Building
Thiel College Langenheim Memorial Library
University of Pennsylvania Van Pelt-Dietrich Library Center
West Chester University of Pennsylvania Francis Harvey Green Library
Puerto Rico Pontifical Catholic University of Puerto Rico Encarnacion Valdes Library
Pontifical Catholic University of Puerto Rico, Biblioteca de Derecho Mons Fremiot Torres Oliver
South Carolina South Carolina State Library
Tennessee Fisk University Franklin Library
Nashville Public Library (Public Library of Nashville & Davidson County)
Tennessee State Library and Archives
University of Tennessee, Knoxville Joel A. Katz Law Library
Texas El Paso Public Library Main Library
Lamar University Mary & John Gray Library
South Texas College of Law Fred Parks Law Library
St. Mary's University Sarita Kenedy East Law Library
St. Mary's University, Louis J. Blume Library
Texas Lutheran University Blumberg Memorial Library
University of Texas at Arlington Library
West Texas A&M University Cornette Library
San Antonio College Library
U.S. Virgin Islands Florence Williams Public Library (Division of Libraries, Archives, & Museums)
Vermont University of Vermont Bailey/Howe Library
Virginia University of Virginia`s College at Wise John Cook Wyllie Library
University of Mary Washington Simpson Library
West Virginia Marshall University James E. Morrow Library
West Virginia State University Drain-Jordan Library
Wyoming University of Wyoming, Coe Library
University of Wyoming College of Law, George W. Hopper Law Library

Additional Information

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