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  1. Home
  2. Projects
  3. Discontinuation of Microfiche Distribution To FDLP Libraries

Discontinuation of Microfiche Distribution to FDLP Libraries

  • Last Updated: September 06, 2023
  • Published: January 19, 2022

Overview

GPO began distribution of microfiche in the mid-1970s as a cost and space-savings measure for Federal Depository Libraries.

Viability of microfiche as a distribution format has fallen in recent years due to a number of factors:

  • Newer technology has superseded the benefits.
  • Microfiche distributed to depositories is not of preservation quality.
  • End-user format preferences have largely changed over the years.
  • Microfiche distribution lags significantly behind paper distribution and online availability.
  • The number of vendors doing microfiche conversion is shrinking.

The Superintendent of Documents announced at the 2021 Fall Depository Library Conference that the microfiche format will be phased out. The Discontinuation of Microfiche Distribution to FDLP Libraries project is underway to manage the transition away from the format.

Timeline

Dates Task
December 2021-January 2022 GPO outreach to Federal Depository Libraries selecting CFR and/or CFR Index in microfiche format
January 2022 Items for paper format of CFR and/or CFR Index added to library item selections based on outreach.
January 12, 2022 GPO meeting with regional Federal Depository Libraries to discuss discontinuation of microfiche distribution to the FDLP.
January-February 2022 GPO outreach to individual Federal Depository Libraries.
Late February 2022 GPO meetings with depositories in each National Collection Service Area
March 31, 2022 Microfiche contract for the Code of Federal Regulations (CFR) and the CFR Index and Finding Aids ended.
April 22, 2022 Deadline for libraries selecting microfiche format of titles on microfiche contract ending April 30, 2022 to add desired paper items to DSIMS cart
April 25, 2022 Paper items in DSIMS carts added to libraries’ item selections
April 30, 2022 Microfiche contract for House and Senate Journals, Y1s, and Y4s ended.
September 30, 2022 Deadline for libraries to add paper items for bound and/or daily Congressional Record, Federal Register, and/or LSA to their DSIMS carts
September 30, 2022 Microfiche contract for bound Congressional Record ended
October 1, 2022 Paper items in DSIMS carts added to libraries’ item selections
December 2022 GPO cease acquisition of Federal Register, LSA, and daily Congressional Record in microfiche for FDLP Distribution.
January 2023 Distribution of Federal Register and LSA end with the final 2022 issues.
January 2023 Distribution of daily Congressional Register to end with last issues of 117th Congress.

To support our libraries through this transition, GPO will

  • Reach out to regional Federal Depositories to discuss the impact on regional collections
  • Reach out to selective Federal Depositories selecting titles in microfiche to assist where possible
  • Recruit Preservation Stewards and Print Selectors to ensure access to these titles
  • Facilitate collaboration at the National Collection Service Area level
  • Encourage collection development collaboration among FDLs:
    • Selective Housing Agreements (SHAs) to house regional copies
    • De-duplication of holdings in states with two regionals via SHAs
    • New shared regional arrangements
  • Provide Superintendent of Documents authorization to weed and/or authorization to deselect, as appropriate
  • Maintain communication with the library community

Impacted Titles / Series

For all impacted titles, volumes / publications “in the pipeline” when the contract ends will be processed by the microfiche vendor. Microfiche distribution will continue until all volumes / publications sent to the contractor for conversion have been distributed.

Libraries currently selecting microfiche formats of these publications will have the opportunity to add the paper formats to their item selections. Libraries should remember that microfiche distribution lags behind paper distribution, so adding paper items sooner will create smaller gaps in collections.

List of Impacted Titles / Series

Catalog Record Impact

  • GPO is working to close off microfiche-format serial catalog records and deactivate microfiche-format item numbers.
  • 37 monograph publications had catalog records created that GPO did not, and will not, convert to microfiche format. If your library downloaded the records, please delete them from your catalog system. Download a Microfiche Records to Delete CSV file to review information about the microfiche records, as well as the equivalent online-format records. The CGP on GitHub has a MARC record set as well, which can be used to match records in your catalog system and mark them for deletion. WebTech Note entries have been created for each of the affected titles.
  • 4 multipart monograph publications were only partially distributed in microfiche format; please be aware that the CGP and OCLC records have been updated, and the original catalog record may need to be updated in your local catalog system. Download a Microfiche Records to Update CSV file to review information about the records. WebTech Note entries have been created for each of the affected titles.

Collaboration Opportunities

Regional depository libraries that need these publications in tangible form but do not have room for paper should consider alternatives, including

  • House paper versions in off-site storage
  • Enter into a selective housing agreement for another library to select and receive the paper version on your behalf
  • Selective Housing Agreement with another depository library in your state (if applicable)
  • Shared Regional Agreement with another regional depository library  
  • Is there a Preservation Steward with holdings on which you can rely?
  • Is a Print Selector in place, allowing you to deselect the paper?

Libraries committed to selecting and retaining any of these publications are encouraged to consider becoming a Preservation Steward or a Print Selector. Both regional depositories and selective depositories have the opportunity to be Preservation Stewards or Print Selectors.

Definitions

The Catalog of U.S. Government Publications

Depository Selection Information Management System. This system maintains List of Classes data and Federal Depository Libraries’ item selections and shipping addresses.

The DSIMS cart acts as a “holding area” where paper and other tangible item numbers are stored to be added to Federal Depository Libraries’ item selections in the next update, generally October 1 of each year.

Federal Depository Library

National Collection Service Areas group Federal depository libraries into 4 regions as a means of ensuring geographically dispersed permanent public access to Federal Government information products, sharing resources among depository libraries, and receiving services from Library Services and Content Management.

Preservation Stewards make a commitment to retain specified tangible depository resources for the length of the partnership agreement. They also take on the additional responsibilities for preserving that material. This includes both preventive maintenance and conservation treatments.

Print Selectors commit to select specified tangible depository resources and retain them until they are superseded. A Print Selector agreement can only be made for superseding resources.

A written agreement between two Federal Depository Libraries submitted to GPO when 

  • Depository materials are placed in an institution outside the depository director's authority, or 
  • When a region is identifying unique or ‘regional copies’ of FDLP material. Regional copies are FDLP publications a regional library is obligated to house or to identify a housing institution to hold and provide access to. 

Selective Housing Agreement

Additional Resources

Handouts

  • Paper Items for CFR Titles
  • Microfiche Titles on Contract Ending April 30, 2022
  • Titles to Be Discontinued in Microfiche after April 30, 2022

Other Resources

  • National Collection Service Areas webpage
  • Selective Housing Agreements (SHAs)

microficegone

Last microfiche items distributed

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