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Requirements & Guidance

  • Promotion
    This section contains information about how to promote your Federal depository library within your community. Fire Prevention Week, October 3-9 FDLP Guide to Social Media Order FDLP Promotional
  • 1. Free Public Use
    Depository libraries must make Federal Depository Library Program content available for free use by the general public including all people in their relevant region and congressional district.
  • 2. Director Agreement
    In accepting the privilege and responsibility of Federal depository library status, the library director has agreed to abide fully by the laws and regulations governing officially designated Federal depository libraries.
  • 3. Relinquishing Status
    Depository libraries that wish to relinquish depository status must follow all GPO requirements to properly withdraw from their Federal Depository Library partnership; including notifying GPO through email at This email
  • 4. Library Contact
    At least one person at each depository library must stay up-to-date with FDLP information and follow directions in announcements. This is currently accomplished by subscribing to the FDLP-L announcement service.
  • 5. FDL Directory
    Each depository library is responsible for updating the Federal Depository Library Directory and notifying GPO of any changes in shipping addresses.
  • 10. Required Item Numbers
    All libraries must select item numbers 0556-C and 1004-E. These item numbers are used when an important title is distributed to all depository libraries.
  • 6. Developing Collections
    Depository libraries must develop depository collections to meet the needs and format preferences of their primary library users and the general public.
  • 7. Community Needs
    Each depository library must demonstrate knowledge of their library community’s needs.
  • 8. Access To All Formats
    The foundation of a depository library collection includes both tangible (e.g. print, microfiche, CD-ROM/DVD) and online content. Depository libraries must provide access to FDLP content, including: Publications selec
  • 9. Format Selections
    Selective depository libraries may only select one tangible format of a publication or series. Regional depository libraries must select at least one tangible format of every information product available, but may select
  • 11. Bibliographic Access
    Proper bibliographic control must be provided so that depository libraries can ensure that their Federal depository resources can be located, retrieved, and accessed in a timely manner.
  • 12. Piece-Level Records
    Depository libraries must maintain a piece-level record of tangible depository holdings so that individual depository receipts can be accounted for.
  • 13. Cataloging Receipts
    Libraries must catalog current tangible receipts or publications that meet the library’s collection needs.
  • 14. Time-Sensitivity
    Many documents are extremely time-sensitive. All shipments must be unpacked and organized for easy access by staff while awaiting processing and cataloging.
  • 15. Marking Property
    All tangible depository material must be marked in some manner as depository property, which is usually accomplished with a depository property stamp.
  • 16. Date Identification
    Library staff must be able to identify the shipping list date, date of receipt, or the date of processing of depository material for retention purposes.
  • 17. Shipment Review & Claims
    Depository boxes must be reviewed to ensure receipt of all selected materials and shipments. Claims for missing or damaged receipts must be made within the proper timeframe and by the prescribed methods.
  • 18. Duplicates
    If the library receives a duplicate copy of a publication, the duplicate may be discarded immediately or offered on a discard list to the regional depository library.
  • 19. Housing Materials
    All depository materials must be housed in a manner that facilitates timely access.
  • 20. Preservation & Protection
    Each depository library is entrusted with the custody of depository materials and must ensure that they are properly preserved and protected from theft, deterioration, or damage, in a manner comparable to other library c
  • 21. ADA Access
    All facilities housing depository materials must meet the standards set forth in the Americans with Disabilities Act (ADA) or have a reasonable alternative to ensure access. The depository collection must be available fo
  • 22. Accessible Computers
    Publicly accessible computer equipment must meet the public needs for the depository collection. Users must have the ability to view, download, photocopy, and print relevant depository content that is available in online
  • 23. Microfiche Format
    Microfiche viewing equipment must be available to users if the format is in the depository collection.
  • 24. Alternate Format Access
    If tangible electronic media cannot be viewed on public computers, at a minimum, the library must be able to circulate the material or provide alternate means of access to the content.
  • 25. Decal Posting
    Each depository library must post the FDLP decal on or near the library entrance indicating through statutory language that the library is a Federal depository and FDLP information products can be used by the general pub
  • 26. Publication Retention
    Tangible depository publications supplied to depository libraries are Federal government property. Depository publications must be retained and kept accessible for at least the minimum retention period. Materials may onl
  • 27. Retention Exceptions
    Depository libraries within executive branch departments, service academies, and independent agencies of the Federal Government (designated Title 44 U.S.C. §1907), as well as Federal court libraries, are not obligated t
  • 28. Disruptions In Operations
    When depository libraries undergo planned remodeling, undertake a move, or otherwise find their operations disrupted, library staff are required to submit a contingency plan to This email address is being protected from
  • 29. When Disaster Strikes
    In the event of a natural or man-made disaster, depository library staff must immediately inform Library Services and Content Management through email at This email address is being protected from spambots. You need Java
  • 30. Director Responsibility
    The Director of a Federal depository library is responsible for ensuring that the depository operation conforms to the legal and Program regulations of the Federal Depository Library Program.
  • 31. Coordinator Responsibility
    At least one person must be designated by the library to serve as a point of contact with GPO. Other duties that must be filled by one or more persons at the library include the coordination of depository activities and
  • 32. Staffing Levels
    Staffing levels must be sufficient in terms of hours of service, degree of assistance, and professional expertise of staff to address depository responsibilities.
  • 33. Visibility
    The depository collection and services must be visible to library users and potential users. For example, depository or Federal Government information may be visible through cataloging, information on Web pages, or other
  • 34. Free Access
    Depository libraries must provide free access to FDLP information resources in all formats to any member of the general public without any impediments, such as age limitations, technology barriers, or residency status li
  • 35. Comparable Services
    Depository services and assistance for the depository information resources must be of the same quality or comparable to that for other collections and services in the library. Services for non-primary users must be prov
  • 36. Access Privileges
    If the library establishes different privileges for primary and non-primary library users that impact access to the depository collection (e.g. shorter hours for non-primary users), any signage, policies, or online messa
  • 37. Timely Access
    Access to the depository collection must be provided in a reasonable amount of time regardless of its format; electronic media must be installed or circulated and online material must be accessible. Likewise, access must
  • 38. Web Identification
    Depository libraries that have a library Web page or site must identify themselves as a Federal depository library on their Web page or site by displaying the FDLP logo, provide the statutory language found on the FDLP d
  • 39. Access & Security
    Depository libraries must ensure that their security or access polices, or those of their parent bodies, do not hinder public access to depository materials. Access policies, posting of signs, library Web pages, and publ
  • 40. Security Measures
    Security measures to protect library users, staff, and collections are permitted, provided that access to depository collections is not hindered. All depository users must adhere to the same standards of behavior expecte
  • 41. Limited Access
    Federal agency libraries that have heightened security measures and libraries with limited public access must still provide depository access and services to the general public.
  • 42. Privacy Laws
    Depository operations must conform to local, state, and Federal privacy and confidentiality laws.
  • 43. Computer Security
    Computer security actions and measures to mitigate heavy-demand of resources, e.g. sign-up sheets, are permitted provided they adhere to FDLP requirements.
  • 44. Cooperation Among Libraries
    All depository libraries must be familiar with the depository libraries in the area, state or region, and consortia in order to make proper referrals, perform efficient collection development, and take advantage of conti
  • 45. Responding to GPO
    All responses to GPO communication (e.g. mandatory surveys and publication withdrawal or recall notifications) must be fulfilled in a timely manner.
  • 46. Biennial Survey
    Title 44 U.S.C. §1909 requires all depository libraries to report on their condition every two years. The Government Printing Office uses the Biennial Survey of Depository Libraries questionnaire as its vehicle to fulfi
  • 47. Public Access Assessments
    Depository libraries must cooperate in the depository library assessment program. Investigations of the conditions in depository libraries are required by Title 44 U.S.C. §1909. The program, now called Public Access Ass
  • 48. Document Removal
    Depository libraries must comply with any recall, withdrawal, or destruction requests of depository publications by the GPO deadline. Only the Public Printer, the Superintendent of Documents, or their agents are authoriz
  • 49. Selective Housing Agreements
    A depository library may selectively house some of its depository publications at other libraries or institutions. If the institution is under the administrative purview of another administrator, a Selective Housing Agre
  • 50. Selective Housing Site
    Selective housing sites must abide by the legal and Program requirements of the FDLP.
  • 51. Discarding Materials
    Depository libraries cannot materially or financially benefit from the disposal of depository holdings, as these materials remain the property of the U.S. Government. After following the normal withdrawal procedures, the
  • 52. Libraries Without A Regional
    Selective depository libraries not served by a designated regional depository library must permanently retain one copy of all Federal government publications selected and received through depository distribution. The onl
  • 53. Material Substitution
    Selective depository libraries may substitute tangible commercially produced products (e.g. microforms, DVDs, etc.) or online content, for any depository holdings held in the library for at least one year. Depository mat
  • 54. Requirements
    Designated regional depository libraries must: Ensure the comprehensiveness and integrity of a tangible FDLP collection in their state or region, Provide interlibrary loan, Manage the publication withdrawal process
  • 55. Coordinator
    One person at the regional depository library must be designated as the regional coordinator to communicate and cooperate with GPO and participate in Public Access Assessments of the selective libraries located within th
  • 56. Material Retention
    Regional depository libraries must receive and retain at least one copy of all Federal government publications made available under the FDLP in printed form, microfiche, or tangible electronic (e.g. DVD) format. Regional
  • 57. Tangible Substitution
    Regional depository libraries are permitted to substitute tangible versions of depository material with another tangible format; they are not permitted to substitute tangible versions of depository material with electron
  • 58. Recordkeeping
    Regional depository libraries must maintain a file for each of the selective depository libraries they serve. Each file should include copies of Public Access Assessment (PAA) reports, Selective Housing Agreements (SHAs)
  • 59. Jurisdiction
    Federal agency depository libraries designated under Title 44 U.S.C. §1907 are responsible only to the Superintendent of Documents and their parent agency. Regional depository libraries do not have jurisdiction over dep
  • 60. Management of Withdrawals
    Title 44 U.S.C. §1912 authorizes regional depository libraries to manage the withdrawal of material from selective depository libraries in their state or region. Regional libraries also oversee the process of substituti
  • 61. Withdrawal Options
    There are three approval options that Regional depository libraries may use to manage the withdrawal of depository material from selective depository libraries. Require selective libraries to compile lists of publicat
  • 62. Selectives' Status Changes
    Regional depository libraries must oversee the withdrawal of depository libraries from within their state or region. A depository library seeking to relinquish its status must consult with the regional library and with G
  • 63. Regional Status Reconsideration
    A regional depository library considering leaving the FDLP or changing its depository status to selective must first notify and then consult with GPO through email at This email address is being protected from spambots.
  • Implementing the Regional Discard Policy Frequently Asked Questions
    Do I, as a regional coordinator, need to notify the U.S. Government Publishing Office (GPO) that I am discarding the titles on the Eligible for Discard List? Can anyone from a regional depository library submit a requ
  • Regional Discard Policy
    The authority for regional depository libraries is found in 44 United States Code §1912. It states, in part, that designated regional depositories “will, in addition to fulfilling the requirements for depository l
  • Regional Discard Process
    Titles Eligible for Discard GPO will post titles eligible for discard on the Regional Discards Project Page, and announce new titles via FDLP News & Events. Titles eligible for discard meet the following requirement
  • 64. Exemptions
    Depository libraries designated as highest state appellate court libraries (Title 44 U.S.C. §1915) are not obligated to provide for public access to depository material (per Title 44 U.S.C. §1911). They are not obligat
  • Access to Collections
    In a letter sent to all Depository Coordinators, Superintendent of Documents Laurie Hall addressed questions concerning access to Government resources as libraries reopen. Recognizing that local jurisdictions and parent
    Related Regulations: 11, 14, 19, 21, 22, 23, 24, 28, 29, 37, 54
  • All or Mostly Online Federal Depository Libraries
    Current and new depository libraries are able to focus on the provision of access to online resources. Current depositories must address their holdings in all formats, as well strategize for the collection they want to d
  • Amending Your Library's Selection Profile
    FDLP libraries choose materials for their libraries through selection profiles, that are the list of item numbers for specific desired content. As content and format needs of the community change, so too should the selec
    Related Regulations: 6, 9, 10
  • Bibliographic Control
    Bibliographic control for items in a depository collection has the greatest impact for users as it increases the exposure to and accessibility of primary resources on a wide variety of topics for information and research
    Related Regulations: 11, 12, 13
  • Biennial Survey of Depository Libraries
    The Biennial Survey of Depository Libraries is the means by which depository libraries report their conditions to the Government Publishing Office (GPO). It is administered in odd numbered years and response is required
    Related Regulations: 45, 46
  • Claims
    COVID-19 Update for Claims: Use These Temporary Measures Until Further Notice During the COVID-19 pandemic, the normal 60-day period for claims is suspended. Claims may only be made for material on regular shipping
    Related Regulations: 17
  • Depository Collection and Development
    Development involves identifying needs of library users and selecting materials appropriately. Tangible and online (EL) selections, the FDLP Basic Collection, official partnerships, the Catalog of U.S. Government Publica
    Related Regulations: 6, 7, 8, 9, 10, 44, 49, 56
  • Federal Depository Library Directory and Library Addresses
    The Federal Depository Library Directory provides searchable street address, contact, and other information useful to locate depositories. Shipping addresses for depository libraries are maintained in DSIMS.
    Related Regulations: 5, 31
  • Free, Public Access
      In a letter sent to all Depository Coordinators, Superintendent of Documents Laurie Hall addressed questions concerning access to Government resources as libraries reopen. Recognizing that local jurisdictions and
    Related Regulations: 1, 34, 41, 64
  • Item Number System
    Selective depository libraries in the FDLP can choose from thousands of item numbers that are assigned to U.S. Government publications by agency. The selection profile is the list of all item numbers selected by an indiv
    Related Regulations: 9, 10
  • 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 Federal Depository
    Related Regulations: 3, 62, 63
  • Moving Your FDL Collection
    A growing number of depository libraries are experiencing the need to move collections, either temporarily for renovation projects or permanently, sometimes to an off-site location.
    Related Regulations: 1, 11, 12, 19, 28, 37
  • Official Communication of the FDLP
    Communication between GPO and Federal depository libraries is essential. Various information resources and contact methods are available.
    Related Regulations: 4
  • Physical Facilities and Collection Maintenance
      The housing and maintenance of depository materials can greatly affect free public access. Each format has specific needs
    Related Regulations: 19, 20, 21
  • Processing Depository Shipments
      Proper processing of depository shipments is essential to the management of a depository collection.
    Related Regulations: 14, 15, 16, 17, 18
  • Public Access Assessments (PAA)
    The Public Access Assessment (PAA) is a consultative review of individual depository compliance with requirements and regulations. The PAA also focuses on information sharing to enhance access to and services for deposit
    Related Regulations: 2, 45, 46, 47, 55, 58
  • Recall of Depository Material
      When GPO issues a recall, libraries are legally required to withdraw, return, or destroy FDLP materials as instructed by GPO.
    Related Regulations: 48
  • Regional Depository Libraries
    Regional depository libraries provide services to the selective depository libraries in a state or multi-state region, and assist selectives in withdrawal of depository material. There may be up to two regional depositor
    Related Regulations: 54, 55, 56, 57, 58, 59, 60, 61, 62, 63
  • Security of Library Users and Collections
      Federal depository libraries need to balance the security of library collections, staff, patrons,and computer networks with the FDLP's public access requirements.
    Related Regulations: 39, 40, 41, 42, 43
  • Selective Housing Agreements (SHA)
    What is a Selective Housing Agreement (SHA)? A depository library may selectively house a portion of its depository publications or materials at other libraries or institutions, including other depository libraries and
    Related Regulations: 49, 50
  • Services and Staffing at Depository Libraries
      In a letter sent to all Depository Coordinators, Superintendent of Documents Laurie Hall addressed questions concerning access to Government resources as libraries reopen. Recognizing that local jurisdictions and
    Related Regulations: 28, 29, 32, 35, 36, 41, 44
  • Shipping Lists
      Reviewing shipping lists is the first step in processing a depository shipment. Shipping lists record information related to the contents of a shipment box or package.
    Related Regulations: 17
  • Visibility of the Depository Library and Collection
      Your library can increase public awareness of your depository status and participation in the Federal Depository Library Program (FDLP) by increasing the visibility of FDLP resources. This can be done by prominen
    Related Regulations: 11, 25, 32, 33, 38, 44
  • Weeding a Depository Collection
    Materials distributed through the Federal Depository Library Program remain Federal property and must be disposed of according to specific rules and state/regional instruction.
    Related Regulations: 26, 27, 51, 52, 53, 56, 57, 60, 61, 64
  • Cataloging Record Distribution Program FAQs for Current Participants
    If your question isn’t addressed here, please see Guidance, Questions, and Technical Assistance. Where can I find news from GPO about the CRDP? News is included in GPO’s FDLP News and Events news alert
  • Claiming Federal Publications
    COVID-19 Update for Claims: Use These Temporary Measures Until Further Notice During the COVID-19 pandemic, the normal 60-day period for claims is suspended. Before filing a claim, libraries should check the Claims
  • Claims Copies Exhausted
    Due to COVID measures, the normal 60-day claim window has been extended. Shipments are also more noticeably being mailed out of numeric order. This makes it hard to report shipping lists with available claims copies.
  • Depository Selection Information Management System (DSIMS)
    Depository libraries receive Federal publications through the Federal Depository Library Program (FDLP). Libraries select Federal publications that they wish to receive based on the needs of their constituents. Consult
  • Direct Mail Titles
    Direct mail is depository material that is shipped directly to the library from a GPO contractor. This material does not appear on a GPO-issued shipping list. Any titles currently selected by libraries and received
  • Establishing Intrastate Regional Depository Libraries
    The provisions of chapter 19 of Title 44, U.S.C., prescribe a structure for the Federal Depository Library Program (FDLP) consisting of regional and selective libraries, and set the conditions for the operation of the FD
  • FDLP eXchange
    FDLP eXchange provides libraries in the Federal Depository Library Program with a one-stop-shop for the entire needs and offers process. FDLP eXchange automates disposition processing by allowing libraries to enter infor
  • Forwarding or Returning Misdirected Shipment Boxes
    A misdirected depository shipment box is one you receive that: Does not have your library number on it. Has your library number on it but the contents are not items that you select. Has your library number on it and
  • Item Lister
    Item Lister provides users with the ability to see which item numbers are and are not being selected by any given Federal depository library. To search, select the type of report and enter the library number. There are
  • List of Classes
    The List of Classes is the official listing of publications available for selection by depository libraries participating in the Federal Depository Library Program (FDLP).
  • MetaLib
    With the increasing amount of information being transitioned online, the U.S. Government Publishing Office's (GPO) MetaLib allows Federal depository libraries to minimize the time spent researching and identifying Federa
  • Passwords and Accounts Used by Depository Libraries
    There are several passwords and accounts used by Federal depository libraries. These include: Depository library internal password Z39.50 passwords FDLP PURL Usage Report account FDLP eXchange account Agency creat
  • Persistent Uniform Resource Locator (PURL): Explanation, Purpose, and Tracking Usage at Your Library
    PURLs provide stable URLs to online Federal information that can be used on depository library websites and in cataloging records. About PURLs Since March 1998, the U.S. Government Publishing Office (GPO) has used Pers
  • Requesting GPO Participation
    The U.S. Government Publishing Office (GPO) appreciates invitations to visit your library and to participate in your library's events. If you need a consultation regarding the management of your depository library, an as
  • Scope Decisions
    FDLP and CGP scope decisions One of the key components for determining what makes a document a Federal information dissemination product within the scope of the Federal Depository Library Program (FDLP) or the Catalogin
  • Shipping Lists
    Shipping lists are a list of publications that are mailed to libraries in their depository distribution boxes. Several shipping lists may be found in a depository shipment box. In addition to the paper copies that arriv
  • Special Instructions/Offers for Federal Information Products
    Learn about special instructions for distributed materials or special offers that can supplement or fill gaps in your depository collection. Occasionally, unique processing instructions may need to be provided for mater
  • WEBTech Notes
    WEBTech Notes is designed to support the management of Federal depository library collections. Federal depository libraries use WEBTech Notes to search, browse, and view updates to Superintendent of Documents classificat
  • Z39.50
    Use any Z39.50 client to automatically retrieve records from the Catalog of U.S. Government Publications (CGP). Z39.50 is an American National Standards Institute (ANSI)/ National Information Standards Organization (NIS
  • "Posted" Dates
    "Posted" Dates Every record in FDLP eXchange contains a “Posted” date as seen here. When viewing a match, it is important to remember that there are two records involved: one library’s need and another library
  • Administrative Review
    There are two types of accounts in FDLP eXchange: library administrators and library users. Library users can enter items into the eXchange, but those items must be reviewed and approved by a library administrator bef
  • Approving Items for Submission
    There are two types of accounts in FDLP eXchange- User Accounts and Administrator Accounts (see Tip 19). Only items entered by an Administrator go directly into Regional Review. Anything entered by a User must first be a
  • Bulk Actions- Current and Future
    There are a few bulk actions that were included in FDLP eXchange to decrease users’ workloads. Based on user requests, GPO is investigating enhancements that will provide additional bulk functionality. There are curre
  • Changing Your Passwords
    Every user is able to create and maintain their own passwords for both the training and production sites in FDLP eXchange. To change your password, go to My Library Account- My User Account- Edit Your Profile. The b
  • Clearing Notifications
    You can set up your FDLP eXchange account to notify you about any number of activities. However, if you have too many notifications, it can cause the system to time out when logging on or otherwise diminish system perfor
  • Color-Coded Statuses in My eXchange
    FDLP eXchange uses color coding to differentiate different statuses in My eXchange. The color of the plus sign next to each title tells you which items need your attention and which do not. Items that do not require any
  • Copying Needs as Offers
    The Needs and Offers Repository in FDLP eXchange allows you to see needs and offers posted by depositories throughout the FDLP, even if they do not match with items you have entered into the system. It is a good tool for
  • Creating Accounts
    Creating Accounts In FDLP eXchange, there two types of accounts: Administrator Accounts and User Accounts. Both user types can enter needs and offers into the system. However, while needs and offers entered by Administr
  • Disaster Recovery and Digitization
    Did you know that you can specify which of your needs are for disaster recovery or digitization? From the manual input page, just select “Yes” for either option (or for both.) When you do this, your Needs will be
  • Don’t Get Locked Out!
    As with many computer systems, FDLP eXchange has a security feature that will lock your account after a number of unsuccessful login attempts. This helps prevent unauthorized users from hacking into your account, but it
  • Entering Senate and House Journals into eXchange
    Matches in FDLP eXchange are made solely on SuDoc number. For this reason, it is recommended that complete SuDoc numbers be used in order to accurately match needs and offers. However, this only applies to common SuDoc
  • Errors When Uploading Large Spreadsheets
    When uploading large spreadsheets (typically 250 or more items), errors are not indicated in the same way they are for smaller spreadsheets. For these uploads, you are not taken to a screen that shows and allows you to f
  • Filtering to View Current Offers (or Needs) in My eXchange
    If you find that it is difficult to locate your current offers in My Offers because there are a number of expired offers appearing in the list, try filtering by status to only show your current offers. The screenshot bel
  • Finding a Mailing Address When Your Publication is Claimed
    Once a library has claimed a publication you were offering in FDLP eXchange and you have agreed that you will send it to them, how do you know where to send it? You can either: Message the library within FDLP eXchange
  • Formatting Spreadsheets
    For many users, uploading spreadsheets is the simplest and most efficient way to enter needs and offers into FDLP eXchange. However, there are things to keep in mind to simplify the process and prevent errors. Making su
  • Inactive Accounts
    If you receive a notification that your FDLP eXchange account has been inactive for 90 days, there is no need to worry. This is a standard notification that all users get when accounts are not used for 90 days, and it do
  • Library Names in FDLP eXchange
    Some users have noted that the “Library Name” field in their library record in FDLP eXchange contains both their library name and institution name, while the “Parent Institution” field only contains the instituti
  • Live Site and Training Site
    Live Site and Training Site There are two FDLP eXchange sites: the live site and the training site. The live site is the official site. Once items are submitted, the discard process starts, and items are available for r
  • Mailing and Marking Items as Received
    Mailing and Marking Items as “Received” Once items have been matched or requested and are ready to transfer, mark as mailed so the requesting library knows it is on the way. This will also alert other libraries that
  • Mark as Kept
    FDLP eXchange does not currently allow you to delete items once they have been submitted. However, you can mark items as kept. This feature is helpful if you: Submit the same item more than once. Submit an item by mi
  • Matching for Ranges
    Entering offers (or needs) as a range can reduce the amount of data entry required to post to FDLP eXchange. However, there are some nuances in the matching to keep in mind. In general, you will be less able to rely on t
  • Monthly Scheduled Maintenance
    Once a month, the FDLP eXchange training and live sites undergo system maintenance. This is done to ensure that both websites are fully-functional and technically up-to-date for user access. The maintenance takes place b
  • More Info about Inactive Accounts
    If you receive a notification that your FDLP eXchange account has been inactive for 90 days, there is no need to worry. For more information on this, please see Tip 7. Additionally, please note the following: Having
  • My Exchange, Needs and Offers Repository, and Advanced Search
    My Exchange, Needs and Offers Repository, and Advanced Search There are three places in FDLP eXchange where you can go to look at needs and offers: My eXchange; Needs and Offers Repository; and Advanced Search. Each of
  • My Library and My User Account
    There are two types of accounts in FDLP eXchange: My Library and My User Account. These can be found in Library Accounts at the top of the FDLP eXchange page. My Library contains information about your library, such a
  • New FDLP eXchange Web Pages
    FDLP eXchange web pages have been updated to make them easier to use. Instead of one page, there are now five pages broken out by function. FDLP eXchange (landing page accessible from any page on FDLP.gov under the Coll
  • Offering Serials or Multi-volume Sets as Individual Items
    Tip 18 described how to offer serials and multi-volume sets as ranges. As noted in that tip, serials and multi-volume sets can also be offered as individual items. The main benefit of offering serials and multi-volume s
  • Offering Serials or Multi-Volume Sets as Ranges
    Items that are serials or part of multi-volume sets can be offered via FDLP eXchange in two ways. They can be entered as individual items or as ranges. When using the Manual Input feature in FDLP eXchange, you select
  • Offers - Regional Review, Selective Review, and Offering Nationally
    FDLP eXchange is a tool designed to make discarding depository materials easier for libraries. However, it is important to remember that requirements and processes for discarding have not changed with the release of eXch
  • Postage
    Some users have expressed confusion about how to use the “Postage” field in FDLP eXchange. While we are looking at ways to clarify the wording used in the system, there are a few things to keep in mind. 1. The quest
  • Required Fields for Needs and Offers
    Required Fields for Needs and Offers Requirements are different for needs and offers, since offers are always made for items that are in-hand, and needs are often more flexible. Document Title This is required for b
  • Searching by Keyword or Classification Number in My eXchange
    If you have a lot of offers, needs, or requests in My eXchange, it can be cumbersome to scroll through the entire list. Tip 24 described how to simplify this task by filtering and sorting your offers, needs, or requests.
  • Searching by Topic or Keyword
    If your library collects heavily in certain subjects, FDLP eXchange Advanced Search can be used to search for available items by topic or keyword. Moreover, the Saved Search feature can simplify collection development by
  • Seeing Your Own Needs and Offers in FDLP eXchange
    If you want to look at your own library’s needs or offers in FDLP eXchange, there are two places to do so. The first place is My eXchange, where you can search for your own needs, offers, and requests you have made.
  • Setting Your Notification Preferences
    item, when you have received a new message, when a match is accepted or completed, and more. You can also choose how you want to be notified: by email or in the system. If you choose email, then you will receive notific
  • Shipping List Dates
    Shipping List Dates Because five-year retention of materials is a core rule of the FDLP, we originally made shipping date a required field in FDLP eXchange. However, we soon learned that this requirement might place to
  • Sorting and Filtering in My eXchange
    If you have a lot of offers, needs, or requests in My eXchange, it can be cumbersome to scroll through the entire list. This is especially true if you only want to see items from a current date, SuDoc stem, status, etc.
  • Task-Based Videos
    If you have questions about how to perform specific tasks in FDLP eXchange, be sure to check out the series of task-based videos. These short videos provide instruction on how to use various function in FDLP eXchange, in
  • Usernames and Passwords
    Separate accounts are set up for each user in FDLP eXchange. Accounts are always set up with the user’s email address as username. Passwords are created by each user during the first login. Follow these instructions t
  • Using Advanced Search to Look for Needs and Offers in Your Region
    Want to see just what is being offered or is needed within your state or region? It’s easy to do in Advanced Search. First, go to Advanced Search and select whether to search Needs or Offers. Advanced Search allows yo
  • Using FDLP eXchange in States with More than One Regional
    Many states have more than one library serving as a regional. These regionals manage discards in many different ways, all of which can be done using FDLP eXchange. As with single-regional states, it is up to the regional
  • Using FDLP eXchange to Offer Materials Nationally
    Check the “Offer Nationally” box to offer materials outside your region after following regional procedures to offer within the region. The default when FDLP eXchange was launched was to leave the box unchecked, so
  • Viewing Records
    When looking at needs or offers in any list view (My eXchange, Needs and Offers Repository, or Advanced Search), there are two different ways to view a record. Each way will provide slightly different information.First,
  • Your FDLP eXchange Questions, Consultations, and Training Requests
    Do you have questions about how eXchange works, what some features are all about, or how to perform a particular activity? We plan to continue Tip of the Week, but want to make sure we are addressing the topics you want
  • Agency Subscription Databases
    Through participation in the Federal Depository Library Program, Federal depository libraries may gain no-fee access to agency subscription services. Your library will need to sign up for these services exclusive t
  • Collections & Databases
    This article contains information on GPO collections and databases, including some with additional access for Federal depository libraries. For more information about content, see the FDLP Content LibGuide. Catalog
  • FDLP Basic Collection
    Every Federal depository library is required to have the titles in the "basic collection" accessible for immediate use.
  • Homeland Security Digital Library (HSDL)
    The Homeland Security Digital Library (HSDL) is a database containing non-classified Presidential directives, policy, and national strategy documents as well as specialized resources related to homeland security.
  • PACER: Access and Education Program
    Public Access to Court Electronic Records (PACER) is an online service of the United States Judiciary that provides case and docket information from Federal appellate, district and bankruptcy courts. The Federal Deposit
  • Access to Federal Depository Library Collections and Services
    The U.S. Government Publishing Office (GPO) is monitoring the coronavirus (COVID-19) situation and its impact on Federal depository libraries. Libraries have closured or placed restrictions on access and should contin
  • Anniversary Celebrations
    The tradition of the Federal Depository Library Program (FDLP) spans over 150 years, and we love to celebrate the individual anniversaries of Federal depository libraries as they recognize their contributions in the prog
  • Celebrating Constitution Day
    Each September, Federal depository libraries across the Nation celebrate Constitution Day with special events, library displays, and promotion via library websites and social media. Constitution Day is the perfect time t
  • Celebrating December Holidays
    Each December, Federal depository libraries across the Nation celebrate the holidays with beautiful displays and decorations for their patrons to enjoy. Below is a sampling of the many festive ways in which depository l
  • Celebrating Depository Anniversaries
    Whether it's been 10 years or 100, every milestone should be celebrated. Depository anniversaries are the perfect time to highlight your library's Government documents collection, services, and resources and shine a spot
  • Celebrating Halloween
    Each October, Federal depositories across the Nation add a little spookiness to their libraries with festive displays. Below is a sampling of the many ways in which depository libraries have “frightened” up their spa
  • Celebrating Valentine's Day
    The Government Publishing Office (GPO) loves to see the many ways Federal depository libraries (FDLs) celebrate Valentine’s Day. The following entries are a collection of the displays and events that FDLs have shared w
  • COVID-19 Best Practices & Lessons Learned for FDLP Libraries
    Nationwide, libraries have accumulated many coronavirus (COVID-19) lessons learned and best practices, from working remotely to the process of reopening. GPO has been asking librarians and staff what initiatives have b
  • COVID-19 Toolkit: Federal Depository Library Program
    ul.twoColumns {list-style-type: disc; -webkit-columns: 2; -moz-columns: 2; columns: 2; list-style-position: inside;} As Federal depository library staff and patrons are dealing with library closures, virtual work envi
  • FDLP Claims Information and Special Instructions for Separates Content
    Important information regarding Claims and Separates: The normal 60-day claims window has been suspended until further notice, due to the COVID-19 backlog of FDLP shipments. Claims may only be made for material on re
  • FDLP Digital Marketing Toolkit (for download)
    Download our toolkit for website buttons, logos, graphics, promotional images, and public service announcements.
  • FDLP Guide to Social Media
    Using GPO Social Media Resources to Promote Your Library & Federal Government Information This guide is intended to provide assistance to Federal depository libraries in the world of social media. Engaging your libr
  • Fire Prevention Week, October 3-9
    Resources provided from the U.S. Fire Administration The U.S. Fire Administration (USFA) invites libraries to mark Fire Prevention Week, October 3-9. Explore USFA publications and social media toolkits to increase comm
  • Obsolete Promotional Items: What to Replace!
    Over the years, the U.S. Government Publishing Office has offered a wide variety of FDLP promotional materials for use by Federal depository libraries. Numerous materials have become obsolete due to factors such as: C
  • Order FDLP Promotional Materials
    Increase awareness of your library’s FDLP services and resources with this wide variety of promotional materials. These items are available at no cost, exclusively to Federal depository libraries. To log in, your user
  • Promotional Tips and Ideas
    Your voice as depository librarian is critically important in the promotion of the FDLP and Federal Government information. Keep your audience in mind when you are creating promotional efforts. Tailor messages and benef
  • Summary of Responses to a Survey of Regional Depositories About Publication Discards
    GPO queried regional depository coordinators to learn the status of current publication weeding review processes in their states or regions, in order to help provide the best support at this time. The request for respon
  • Website Wednesdays
    Tips for promoting your FDLP library online Each Wednesday, subscribers to the FDLP News & Events email alert service receive helpful tips for improving the library's online presence and promoting the FDLP whil
  • National Park Service Publication Withdrawal Action
    The U.S. Government Printing Office has been informed by the U.S. Department of Interior, National Park Service, Alaska Support Office, that the following publications published were distributed to depository libraries i
  • Join the FDLP as a mostly online selective depository library
    Libraries joining the FDLP can choose to receive a small amount of tangible material and to concentrate most of their efforts on the online depository collection. This article provides information on how to join the FDLP
  • Join the FDLP as an all online depository library
    Libraries joining the FDLP can choose not to receive any tangible material and to concentrate all of their efforts on the online depository collection. This article provides information on how to join the FDLP as an all
  • Keep some or all of the tangible collection and only work with new online depository material
    Follow the guidance below to transition into a selective depository that only acquires online depository material for new receipts, but keeps some older tangible materials in the depository collection. Creating and Main
  • Transitioning depository collection to an all online depository
    This article will outline the steps your depository library can take if you wish to change your existing collection footprint and item selection profile to become a depository that provides access only to online formats
  • Work with all formats
    This article addresses the considerations for a depository library that works with both tangible and online formats in its historic and current collections. Creating and Maintaining a Future Depository Collection Envis

Subcategories

Regulations


In a letter sent to all Depository Coordinators, Superintendent of Documents Laurie Hall addressed questions concerning access to Government resources as libraries reopen. Recognizing that local jurisdictions and parent institutions may have specific guidance to which depository libraries must adhere, for the health and safety of library staff and for those they serve, flexibility is needed during this most challenging time. For details, read the letter from Superintendent of Documents.

The Legal Requirements & Program Regulations of the Federal Depository Library Program provides member libraries with a single, concise resource to consult for the current legal and Program obligations of libraries in the Federal Depository Library Program. The document is divided into three parts:

  • Part I: Authority prefaces the document and explains the basis for the content.
  • Part II: Legal Requirements of Federal Depository Libraries provides a concise summary of the legal requirements found in Title 44 U.S.C. 1901-1916 (2010).
  • Part III: Federal Depository Library Program Regulations lists the Superintendent of Documents' most current FDLP regulations that govern the FDLP member libraries.

This list includes Part III of this document.

This publication supersedes the 2011 Legal Requirements and Program Regulations of the Federal Depository Library Program (2011), the Federal Depository Library Requirements (2009) and the FDLP Handbook (2008).

Guidance

This section contains advice on how to comply with the FDLP regulations. Guidance is based on broad topics and articles may reference multiple regulations.

Instructions

This section contains information on how to use various FDLP services and resources.

Collections & Databases

This section contains information on GPO collections and databases, including some with additional access for Federal depository libraries.

Promotion

This section contains information on how to promote your Federal depository library within your community.

Policies

This section contains information on how to use various FDLP services and resources.

Guidance Article

Collection Tools

Requirements & Guidance

GPO Websites

Preservation

About the FDLP

Cataloging & Classification

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