The Minnesota State Plan

1
The Minnesota State Plan

• Its Debut and Significance

2
Reasons for Creating a State Plan

• GPO
• 1981 Depository Library Council Resolution

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Council Resolution
In order to bolster the Regional depository
libraries' capabilities to serve their state
missions and in order to assure that Federal
documents are available throughout the United
States on an equal and expeditious basis, the
Depository Library Council recommends that the
Public Printer investigate the feasibility of
requiring each state to prepare a plan to
coordinate the Federal documents depository
program within that state. The plan should be
developed through consultation with all
designated Federal depository libraries within
the state and should address all depository
responsibilities outlined in the Instructions to
Depository Libraries....
4
Reasons for Creating a State Plan

• GPO
• 1981 Depository Library Council Resolution
• August 2001 letter to the depository library
  directors

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Letter from Francis Buckley, Jr., Superintendent
of Documents,August 17, 2001
August 17, 2001 Dear Depository Library
Director I am writing to ask for your support
and assistance in revising your state plan for
the delivery of Federal Depository Library
Program (FDLP) services. As one of 1,314
depository libraries in the Nation, your library
plays an important role in informing the American
public about our Government.
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Letter, continued
Some 20 years ago, many depositories and state
library agencies worked together to develop state
plans for the delivery of depository services
within their states or service areas. Since then,
much has changed in the FDLP and in the way
libraries receive and deliver information in
general. From GPO's perspective, the time for
state plans has come again. Among the benefits of
the state plan process is the opportunity to
strengthen the relationship among all of the
depositories in a state or service area, to
coordinate with other library and information
planning initiatives, and ultimately to provide
improved, cost-effective library services to the
citizens.
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Letter, continued
I encourage you to support your staff's
participation in the revision of your state plan
in collaboration with the appropriate
stakeholders in your area, including your
regional depository library, state library, or a
state Government documents group. While I hope
that the regional depository libraries might lead
the state planning process, I recognize that this
approach may not fit every situation. In any
case, a successful outcome also depends upon the
broad involvement and participation of selective
depositories. http//www.access.gpo.gov/su_docs/
fdlp/mgt/sdltr8-17-01.html
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Reasons for Creating a State Plan

• GPO
• 1981 Depository Library Council Resolution
• August 2001 letter to the depository library
  directors
• Defining depository libraries
• To our own administration
• To libraries throughout Minnesota

9
Reasons for Creating a State Plan

• GPO
• 1981 Depository Library Council Resolution
• August 2001 letter to the depository library
  directors
• Defining depository libraries
• To our own administration
• To libraries throughout Minnesota
• Enhanced coordination between depositories

10
Reasons for Creating a State Plan

• GPO
• 1981 Depository Library Council Resolution
• August 2001 letter to the depository library
  directors
• Defining depository libraries
• To our own administration
• To libraries throughout Minnesota
• Enhanced coordination between depositories
• Outline of standards for depository service

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State Plan Timeline

• Before 1999Various meetings, discussions
• July 1999State Plan Outline
• January 2001First Draft
• October 2001Second Draft
• January 2002Final Draft
• September 2002State Plan Completed

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Basic Outline--Introduction

• Background on the Federal Depository Library
  Program
• Background on State Plan Initiatives (Council
  Recommendation and Letter)
• Uses of the State Plan

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Use of the State Plan

• The State Plan is a mission statement, a
• planning document, and a statement of
• responsibility for Minnesota depository
  libraries.
• It will remain a flexible, living document that
  will
• be expanded and amended as needs dictate.

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Depository Library Directors Agree to

• Compliance with Title 44 and FDLP regulations
• Allow staff participation in Government Documents
  groups and training opportunities
• Cooperate with the Regional Depository
• Provide necessary staff and funds

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Depository Library Directors Agree to

• Guarantee public access
• Provide adequate equipment, reference service and
  assistance
• Provide bibliographic access
• Provide use of collection for interlibrary loan

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Depository Library Directors Agree to

• Promote the depository collection
• Cooperate in collection development

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Basic Outline--Authority and Responsibility

• Minnesota Association of Federal Depository
  Libraries
• Executive Committee Membership
• Regional library representative
• Four other members representing various
  geographic regions and types of libraries
• Code Name MAFDL

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Functions of MAFDL

• Monitor State Plan implementation, recommend
  amendments/additions, and manage review process
• Publicize the State Plan and encourage its use by
  libraries
• Share reports with other agencies and library
  groups
• Apply for and administer grants

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Why MAFDL?

• MLA GODORT
• Associated with ALA, not the depository program
• Anybody who is a member of MLA can be a member of
  any of the roundtables
• MAFDL
• Associated with the FDLP
• Open to any staff member from any depository
  library

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Basic OutlineReview and Amendment Process

• Any depository library can propose amendments.
• Amendments voted on at Annual Government
  Documents Spring Forum

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Basic OutlineCooperation and Consultation and
Organization

• Consultation with appropriate government boards
  and consortia to ensure consistency with other
  state planning efforts
• Definitions of Selective Depositories and
  Regional Depository

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Basic Outline--Communication

• MLA Annual Conference
• Government Documents Spring Forum
• Visits to other libraries
• Visits to the Regional Library

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Basic Outline--Communication

• MINNDOCS Listserv
• Minntrodocs Meetings (Official meeting venue for
  MAFDL6x year)
• MLA/GODORT

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Basic Outline--Resources

• Human Resources
• Physical Resources Work Areas
• Technological Resources
• Financial Resources
• Cataloging Resources

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Basic OutlineCollection Development Policy

• Subject Areas Collected
• Tangible and Electronic documents
• Coordination of item selection with neighboring
  depositories
• Level of bibliographic control
• Level of non-depository materials related to
  government information
• Retention policies and preservation guidelines
• Weeding and Disposal guidelines

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Basic Outline--Services

• Public Access
• Free access by the general public to
  government documents
• Internet Use
• Minimum Technical Requirements for Computer
  Workstations

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Basic Outline--Services

• Reference Service
• Sufficient staff to answer questions and
  provide instruction in using documents,
  regardless of format
• Bibliographic Access
• Inclusion in online catalog of government
  documents, regardless of format
• Interlibrary Loan

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Basic Outline--Publicity

• Bibliographic records
• Internal library awareness of government
  information
• Promotion to external library users
• Promotion to area citizens
• Share promotional ideas with colleagues

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Basic OutlineDepository Status

• Depository Designation through Members of
  Congress, or special provision
• Steps for relinquishing depository status

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What does this mean to non-depository libraries?

• StandardsPatron receives same service at any
  depository library
• MAFDLState level group to promote government
  information, both for use by patrons, and for
  dissemination to other libraries in the state
• Guideline for other state initiatives

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Committee Members

• Helen Burke, Minneapolis Public Library
• Kirsten Clark, St. Johns University, Chair
• Dicksy Howe-Noyes, Southwest State University
• Bill Kenz, MSU Moorhead
• Mary Sue Lovett, St. Olaf College
• Mark McCullough, MSU, Mankato
• Marlys Maguire, University of Minnesota
• Laurel Stiebler, State Law Library
• Julia Wallace, University of Minnesota, Regional
  Librarian
• Sandra Williams, St. Cloud State University

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URLs about State Plans Depository Libraries

• Minnesota State Plan
• http//govpubs.lib.umn.edu/regional/planhome.phtml
  
• Minnesota Depository Library Directory
• http//map.lib.umn.edu/gpomap.html
• GPO State Plan Page
• http//www.access.gpo.gov/su_docs/fdlp/mgt/sdltr8-
  17-01.html
• GPO Depository Library Services
• http//www.access.gpo.gov/su_docs/fdlp/index.html