FDLP

Leaving the FDLP

 

A depository library has the right to voluntarily relinquish its depository status.

Libraries Considering Dropping Status

Libraries that are considering dropping out of the FDLP should contact both the Office of Outreach and Support and their regional depository library.  There are many ways for a library to participate in the FDLP.  Contact the Office of Outreach and Support so that Outreach staff can provide options for your library. Together, Outreach staff and the regional depository coordinator will provide guidance on the overall process for leaving the program. Please note the length of time required to leave the program depends on many factors.

Procedure for a Selective Depository Library

If the library opts to discontinue their partnership with the FDLP, the library director must send an official letter to GPO stating that the library no longer wishes to remain a depository for U.S. Government publications. The letter should include the reasons for this decision.

Correspondence should be addressed to:

 Superintendent of Documents
 U.S. Government Publishing Office (SD)
 732 North Capitol St. NW
 Washington, DC 20401-0001

GPO staff cannot finish processing the paperwork until the letter is received. Sending the letter via courier service is faster.  Consider emailing or faxing a copy of the letter to the Office of Outreach and Support.

Members of Congress designate most depository libraries.  In these cases, libraries must notify the congressperson in their current congressional district or Senatorial class of the library’s decision to relinquish status and inform them that there may be an opening for a new depository designation.  Outreach librarians in the Office of Outreach and Support can assist you in determining if there is an opening in your congressional district or Senatorial class.

Disposition of Materials from a Selective Depository Library

The regional depository library will instruct a withdrawing library regarding the disposition of its depository collection.   With the regional library’s discretion, the selective library may retain all or part of its depository collection. 

The regional depository library will review each retention or disposal request on an individual basis and advise the library of their decision. The regional library has the authority to claim whatever it deems necessary for its own collection or other selective depository needs in the state or region.

The decision on the final disposition of a depository collection resides with the regional.  The disposition of depository material should follow established procedures, which typically include review by other selective libraries within the state or region.

Procedure for Libraries in a State without a Regional Depository Library

Libraries wishing to leave the FDLP who are not served by a regional depository library must contact the Office of Outreach and Support for information on the process.

Procedure for a Regional Depository Library

A regional considering leaving the FDLP should first contact the Office of Outreach and Support.

Regionals Considering Leaving the FDLP

Your library should not make the decision to leave the FDLP quickly or without consultation. You must inform GPO as soon as possible about potentially leaving the FDLP.  Your library must discuss the ramifications of the potential change with the impacted selective libraries, GPO, and, if applicable, the other regional in the state.

Note:
The following entities must be informed of the decision to leave the FDLP:
  • The state library agency (if applicable)
  • The congressperson in your current congressional district or Senatorial class whose office designated your library
  • The state’s Senators, as senators designate  regional libraries

The Office of Outreach and Support can provide additional information and clarification if needed.

If your regional library opts to leave the FDLP, the library director must send an official letter to GPO stating that the library no longer wishes to remain a depository for U.S. Government publications.

Correspondence should be addressed to:

Superintendent of Documents  
U.S. Government Publishing Office (SD)
732 North Capitol St. NW
Washington, DC 20401-0001

GPO staff cannot finish processing the paperwork until the letter is received. Sending the letter via courier service is faster.  Consider emailing or faxing a copy of the letter to the Office of Outreach and Support.

The letter should include:

  • Reasons for the decision to leave the FDLP
  • A plan that includes a timeline for leaving the program, the effective date, and the proposal for the final status of the regional depository collection
  • Confirmation that the state’s other regional depository library has been notified (if there is one)
  • Confirmation that your library has notified all selective libraries currently served by your library of the intent to leave the FDLP and informed them of the associated timelines
  • Confirmation that your library has notified the offices of your state’s U.S. Senators of the final decision

Disposition of Materials from a Regional Depository Library

Publications distributed through the FDLP remain the property of the U.S. Government. The library may request to retain all or some of the regional depository collection.  GPO has the authority to require the regional library to return materials to GPO or transfer them to another depository library. The decision on the final disposition of the depository collection resides with GPO.

The process for managing the depository collection will depend on specific factors in the state or region. A written plan will need to be created and shared with all affected parties. The plan should include:

  • Time frames
  • Responsibility for the transfer of materials, e.g., costs, mode of transporting
  • The process to list publications
  • The process to offer materials to other depositories or libraries in the state or nation
  • Other information requested by GPO