Attachment 05 - Copy Retention Guidelines.docx
DOCX document 23 KB Posted
- Attached to
- NAL Collection Maintenance Services Federal contract opportunity
- Solicitation number
- 1232SA22Q0035
About this file
This document outlines collection maintenance guidelines for the National Agricultural Library. The NAL collection consists of over 3 million physical items stored in the Abraham Lincoln Building in Beltsville, MD, as well as electronic collections. As a national library, NAL aims to provide access to current users and preserve materials for future generations. The guidelines specify retention rules for various material types, such as keeping one print copy of monographs, three copies of USDA publications, two copies of conference proceedings and publications from specified nutrition and women's programs, and one copy of audiovisual materials. The related federal contract opportunity solicits proposals for NAL Collection Maintenance Services. The Agricultural Research Service seeks a contractor to maintain the physical NAL collection, provide document delivery to users, and supply documents to USDA employees. The goal is to keep materials in good condition while enabling easy access and supporting agency work.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 1232SA22Q0035 Amendment 1.pdf | ||
| Continuation - Terms Conditions - Amendment 1.pdf | ||
| Attachment 08 - SCA Wage Determination 2015-4281 Amendment 1.pdf | ||
| Attachment 02 - Price Schedule Template-Amendment 1.xlsx | XLSX spreadsheet | |
| Attachment 09 - Questions and Answers.pdf | ||
| Attachment 06 - NAL Circulation Guidelines.docx | DOCX document | |
| 1232SA22Q0035.pdf | ||
| Attachment 02 - Price Schedule Template.xlsx | XLSX spreadsheet | |
| Continuation - Terms Conditions - RFQ.pdf | ||
| Attachment 07 - Estimated Volumes of Work.docx | DOCX document | |
| Attachment 01 - Statement of Work.pdf | ||
| Attachment 03 - Organization of the NAL Collection.docx | DOCX document | |
| Attachment 04 - Statistical Reports.xls | XLS spreadsheet | |
| Attachment 08 - SCA Wage Determination 2015-4281.pdf |
Show all 14
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Attachment 3 NAL Copy Retention Guidelines Rev. 2022
The notes below are guidelines for deciding how many copies of a title to retain for the collection in the NAL stacks.
The Library has a commitment to prefer electronic formats over print beginning January 1, 1995. This commitment should be considered in cases in which electronic formats are available.
A. The general rule for retaining additional copies is as follows:
1. Monographs Keep 1 copy of print monographs.
2. Serials Keep volumes consistent with any retention decision which has been made for the title and which appears in the bibliographic record. Recommend serial titles for retention decisions as needed.
a. Unbound volumes – Keep one copy of print unbound volumes, unless there is a bound copy in the collection.
b. Bound volumes – Keep one copy of bound volumes. Surplus unbound issues which duplicate the contents of bound volumes. Care should be taken not to surplus unbound issues if bound volumes lack these issues.
B. Exceptions to the general rule are:
1. Monographs
a. Signed Copies – Retain all signed copies and retain one signed copy for circulation purposes.
b. Uniquely Held, Rare or Valuable Titles – Retain all copies
2. USDA publications Keep 3 copies. If the title is a conference proceedings, keep 4 copies. If digitized by NAL, the digital copy counts as one of the 3 copies.
2. GPO publications As a selective depository library, NAL is obligated to keep one copy received through GPO deposit for five years, unless the title is one that is superceded by the next issuance. GPO deposit copies, including fiche, have been stamped with the GPO stamp. Many USDA publications are acquired through GPO deposit. If a title, monograph or series, is received through the Depository Library program, it must be kept for the required period of time.
3. Conference Proceedings Keep 2 copies of conference proceedings regardless of format.
4. NET and WIC publications NAL is a national depository for publications of the Nutrition Education and Training program and the Women, Infants and Children program. Keep 2 copies of publications of these programs.
5. Translations sponsored by the U.S.D.A.
Keep two copies.
6. State Agricultural Experiment Station Publications Keep two copies.
7. State Cooperative Extension Service Series Keep two copies.
8. Bibliography of Agriculture Keep four copies (two kept in the stacks, one in Reference, and one in the Document Delivery Services Branch).
9. Almanacs/Handbooks/Directories Keep only one copy of all years, consistent with any retention decision which may have been made for the title
10. Indexes If the title is available online and no retention decision has been made, keep 1 copy of each year.
11. Audiovisuals This includes instructional material such as films, videos, kits, slides, realia, audiotapes and posters. Keep one copy. If USDA keep three as above.
File details come from the government source that posted it. Updated .