Cataloging Record Distribution Program

PLEASE NOTE: MARCIVE has extended the timeframe when CRDP catalog records are available to pick up, in support of libraries at this time. Please contact GPO or MARCIVE if you have any questions.

The Cataloging Record 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 245 Federal depository libraries.

GPO contracts with MARCIVE, Inc. for bibliographic record 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.

New in the CRDP

GPO is excited to share new services and options available in the CRDP, starting in FY20, which started on October 1, 2019:

Participating libraries: Review information about each of these options. If you wish to add one or more to your library’s CRDP Profile, contact MARCIVE, Inc. directly to make changes to your library's CRDP Profile. Please note that your library may make up to two cataloging specification changes during each Federal fiscal year (October-September).

Libraries joining the program: You will have the option to select any or all of these options when you submit your original CRDP Profile. 

All libraries, please note: GPO reviews and approves requests for the FDLP Basic Collection records set, Monthly Records Lists, and also setting of OCLC holdings before they are implemented.

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 Federal Depository Support Services if you are interested in learning about any program vacancies. Ask for Kathy Bayer or Lara Flint.

  • Phone: 202-512-1119 (shared phone line)
  • Electronic: This email address is being protected from spambots. You need JavaScript enabled to view it.

The CRDP has proven to be so successful that GPO typically has a waiting list for participation. Libraries on wait lists are typically invited to join after the beginning of the next Federal fiscal year (October 1st). 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:
  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 at least one current point of contact for this program. Notify both GPO and MARCIVE of any changes in the points of contact.
  • Retrieve catalog records each month. Records are typically made available for two weeks 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 within eight weeks from the time that the records were made available.
    • This may typically be done only once during a fiscal year, which runs from October 1st through September 30th.
    • If your library or staff is significantly impacted by a disaster and unable to access the monthly records, please contact GPO or MARCIVE staff when feasible. Records are held for disaster-affected libraries for a period of time.
  • Load the records into the ILS/OPAC on a timely basis, which is preferably within two weeks but at least before the next set of records is available the following month, 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) After getting an invitation to join, complete the initial CRDP Profile and testing within three weeks.

Libraries with OCLC WMS may set up their CRDP Profiles so they do not need to pick up or load records.

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 Documents Data Miner 2 Catalog, filtered by your depository library number.

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 and helpful information to reference in case participating libraries wish to update or change their current CRDP Profiles. A webcast, Completing the CRDP Profile, will help walk you through the guide.

Each library participant may select one of the following options, matched with your library’s item selection profile at the beginning of each month:

Each library participant may also select from the following options:

  • Catalog records without item numbers or records which include inactive item numbers, identified through selection of desired SuDocs stems. Records without item numbers typically describe older publications, including digital reproductions. Examples of records without item numbers are described at GPO’s Cataloging Data in the Cataloging Record Distribution Program.
  • FDLP Basic Collection catalog records, in a single batch in the following month’s records set. This is a one-time output that is of most interest to newer Federal depository libraries which haven’t already cataloged these titles. Your library does not need to be selecting the corresponding item numbers to receive this group of records.
Please note that new Historic Shelflist records are not currently available in the CRDP. GPO is not currently creating any of these records at this time, pending review of the Historic Shelflist transcription project.
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

Note that MARCIVE adds the following note in a 500 field: “GPO Cataloging Record Distribution Program (CRDP)”.

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.

CRDP points of contact at libraries are notified by MARCIVE each month by email when their records are available to pick up via FTP or HTTPS. The emails include the quantity of records and the location where the records may be retrieved.

Once notified, libraries have two weeks to retrieve records. The email notification also includes the expiration date after which the records will not be available.

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

Monthly Records List

This is an option for all participating libraries to select, starting in FY20.

You may opt to receive an electronic report in CSV format each month that includes the SuDocs number, item number (when included), OCLC number, and brief title. It will be made available along with each monthly set of catalog records and is of use to libraries with systems that do not have the capability to produce such a report. For libraries receiving multiple files of records, there will be a list for each file.

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
  • 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 Federal Depository Support Services (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 Federal Depository Support Services by:

  • Phone: 202-512-1119
  • Electronic: This email address is being protected from spambots. You need JavaScript enabled to view it.
  • askGPO. Please select the tile entitled “Federal Depository Library Program” and the Category of “Cataloging Record Distribution Program (CRDP)”.
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

State Library
Alabama Air University Muir S. Fairchild Research Information Center
Alabama A&M University J.F. Drake Memorial Learning Resources Center
Auburn University Ralph Brown Draughon Library
Birmingham Public Library
Troy University Library
University of Alabama, Huntsville Salmon Library
Alaska Alaska State Library - Government Publications
Iḷisaġvik College Tuzzy Consortium Library
University of Alaska, Anchorage UAA/APU Consortium Library
University of Alaska, Fairbanks Rasmuson Library
University of Alaska Southeast William A. Egan Library
Arizona Northern Arizona University, Cline Library
University of Arizona James E. Rogers College of Law Daniel F. Cracchiolo Law Library
Yuma County Library District
Arkansas Arkansas State Library
Arkansas State University Jonesboro Dean B. Ellis Library
Arkansas Tech University Ross Pendergraft Library & Technology Center
Ouachita Baptist University Riley-Hickingbotham Library
University of Arkansas at Pine Bluff John Brown Watson Memorial Library
University of Arkansas, Little Rock, Ottenheimer Library
California California State University, Fullerton Pollak Library
College of San Mateo Library
Downey City Library
Inglewood Public Library
Law Library for San Bernardino County
Long Beach Public Library
Los Angeles Public Library Central Library
Monterey Park Bruggemeyer Library
Oakland Public Library
Orange County Law Library
Pasadena Public Library
Public Library of Stockton and San Joaquin County
Sonoma County Library, Central Library
University of California, Santa Barbara Davidson Library
University of Redlands Armacost Library
University of San Francisco Gleeson Library | Geschke Center
Colorado Colorado Mesa University John U. Tomlinson Library
Denver Public Library
University of Colorado, Colorado Springs Kraemer Family Library
Western State College Leslie J. Savage 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
National Defense University Library
National Library of Education
U.S. Department of Justice Main Library
U.S. Department of the Treasury Library
Florida Florida State University Robert Manning Strozier Library
Lake-Sumter State College Library
State Library of Florida
Stetson University College of Law Dolly & Homer Hand Law Library
St. Thomas University Library
Georgia Atlanta-Fulton Public Library
Atlanta University Center Robert W. Woodruff Library
Mercer University Furman Smith Law Library
University of Georgia School of Law Library
U.S. Court of Appeals Eleventh Circuit Library
Guam University of Guam Library
Illinois Chicago Public Library
Illinois State Library
McKendree University Holman Library
Oakton Community College Library
Olivet Nazarene University Benner Library & Resource Center
Principia College Marshall Brooks Library
Southern Illinois University Edwardsville Lovejoy Memorial Library
University of Illinois, Springfield Norris L. Brookens Library
University of Illinois, Urbana-Champaign Government Documents Library
Indiana Gary Public Library
Indiana State University Cunningham Memorial Library
Indianapolis Public Library Central Library
University of Notre Dame Kresge Law Library
Valparaiso University Christopher Center for Library and Information Resources
Iowa Davenport Public Library
Drake University Law Library
Graceland University Frederick Madison Smith Library
Loras College Library
University of Northern Iowa Rod Library
Upper Iowa University Henderson-Wilder Library
Kansas Colby Community College H.F. Davis Memorial Library
Kentucky Murray State University Waterfield Library
Western Kentucky University Helm-Cravens Library
Louisiana Loyola University New Orleans College of Law Library
State Library of Louisiana
Tulane University Howard-Tilton Memorial Library
Tulane University Law Library
Vernon Parish Library
Maryland Harford Community College Library
U.S. Naval Academy Nimitz Library
Massachusetts Harvard College Lamont Library
Harvard Law School Library
Boston Public Library
Michigan Calvin College & Calvin Theological Seminary Hekman Library
Ferris State University Ferris Library for Information, Technology, and Education
Grand Rapids Public Library
Schoolcraft College Eric J. Bradner Library
Minnesota Mitchell Hamline School of Law Warren E. Burger Library
Mississippi University of Mississippi J.D. Williams Library
Missouri Jefferson College Library
Missouri Southern State University George A. Spiva Library
Missouri Supreme Court Library
Montana Montana State Library
State Law Library of Montana
Nebraska Nebraska Library Commission
Wayne State College Conn Library
Nevada Las Vegas Clark County Library District Las Vegas Library
University of Nevada, Las Vegas Wiener-Rogers Law Library
University of Nevado, Reno
Washoe County Law Library
New Hampshire New Hampshire State Library (New Hampshire Department of Cultural Resources)
Nashua Public Library
New Mexico Eastern New Mexico University, Golden Student Success Center
Farmington Public Library
New Mexico Institute of Mining & Technology, Joseph R. Skeen Library
New Mexico State University Branson Library
University of New Mexico Libraries
Western New Mexico University J. Cloyd Miller Library
New Jersey Free Public Library of Elizabeth
Free Public Library of Woodbridge
Drew University Library
Monmouth County Library - Eastern Branch
New Jersey State Library
Newark Public Library
Rider University Franklin F. Moore Library
Rutgers University, Camden Law Library
Rutgers University, Newark Law Library
Rutgers University, New Brunswick, Alexander Library
New York Colgate University, Case Library
Brooklyn Law School Library
Fordham University Walsh Family Library
Hofstra University Axinn Library
Middletown Thrall Library
New York Law School Mendik Library
Queens Public Library Central Library
Sarah Lawrence College Esther Raushenbush Library
St. John's University Rittenberg Law Library
State University of New York, New Paltz, Sojurner Truth Library
Stony Brook University Frank Melville Jr. Memorial Library
Union College Schaffer Library
University at Buffalo Lockwood 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
North Carolina Central University, School of Law 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
Wake Forest University Law Library
Wake Forest University Z. Smith Reynolds Library
Western Carolina University Hunter Library
North Dakota Valley City State University Allen Memorial Library
Ohio Ashland University Library
Capital University, Blackmore Library
Case Western Reserve University Kelvin Smith Library
Cleveland Public Library
Cleveland State University Cleveland-Marshall College of Law Library
Cleveland State University Michael Schwartz Library
Heidelberg University Beeghly Library
Hiram College Library
Miami University King Library
Muskingum University Library
Oberlin College Library
Ohio University Alden Library
Otterbein University, Courtright Memorial Library
Shawnee State University Clark Memorial Library
University of Akron Bierce Library
University of Dayton Roesch Library
University of Mount Union Library
University of Toledo Carlson Library
Youngstown State University William F. Maag Jr. Library
Oklahoma East Central University Linscheid Library
Langston University G. Lamar Harrison Library
Rogers State University Stratton Taylor Library
University of Central Oklahoma Max Chambers Library
Oregon Oregon Institute of Technology Library
Oregon State Library
Oregon State University Libraries and Press
Portland State University, Branford Price Millar Library
Reed College Eric V. Hauser Library
Southern Oregon University Hannon Library
Pennsylvania East Stroudsburg University Kemp Library
LaRoche College Wright Library
Millersville University of Pennsylvania Francine G. McNairy Library and Learning Forum
Montgomery County-Norristown Public Library
Scranton Public Library Albright Memorial Building
Swarthmore College McCabe Library
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 Biblioteca de Derecho Mons Fremiot Torres Oliver
Pontifical Catholic University of Puerto Rico Encarnacion Valdes Library
South Carolina Citadel Military College Daniel Library
Furman University James B. Duke Library
South Carolina State Library
University of South Carolina, Aiken Gregg-Graniteville Library
South Dakota Northern State University Williams Library
South Dakota State University Hilton M. Briggs Library
Tennessee Fisk University Franklin Library
Nashville Public Library (Public Library of Nashville & Davidson County)
Tennessee State Library and Archives
Tennessee Technological University Angelo & Jennette Volpe Library & Media Center
University of Tennessee, Knoxville Joel A. Katz Law Library
University of Tennessee, Knoxville John C. Hodges Library
University of Tennessee, Martin Paul Meek Library
University of the South Jessie Ball duPont Library
Texas Angelo State University Porter Henderson Library
El Paso Public Library Main Library
Houston Public Library
Lamar University Mary & John Gray Library
Lee College Library
Longview Public Library
San Antonio College Library
South Texas College of Law Fred Parks Law Library
St. Mary's University Louis J. Blume Library
Texas Lutheran University Blumberg Memorial Library
University of Texas at Arlington Library
University of Texas, Dallas Eugene McDermott Library
West Texas A&M University Cornette Library
U.S. Virgin Islands Florence Williams Public Library (Division of Libraries, Archives, & Museums)
Vermont Middlebury College Davis Family Library
University of Vermont Bailey/Howe Library
Virginia University of Mary Washington Simpson Library
University of Virginia`s College at Wise John Cook Wyllie Library
Washington and Lee University Wilbur C. Hall Law Library
William and Mary Libraries
Washington Central Washington University James E. Brooks Library
Washington State University Holland and Terrell Libraries
Whitman College Penrose Library
West Virginia Marshall University James E. Morrow Library
West Virginia State University Drain-Jordan Library
Wisconsin LaCrosse Public Library
Wyoming University of Wyoming Coe Library
University of Wyoming College of Law George W. Hopper Law Library

Additional Information

Please note: Enhancements available starting in FY20 are not reflected in most materials below. The exception is the Completing the CRDP Profile webcast.