Performance Standards for California State Document Depository Libraries

The underscored portions of the statements below are part of the Contract for Distribution of State Publications to Libraries. Any library designated as a California state depository, either complete or selective, in signing the contract has agreed to these conditions with the understanding that failure to comply with any one condition is sufficient grounds for cancellation of the contract.

The term “state publication,” as used below, means those publications defined in Government Code section 14902 which a library receives under its depository agreement with the state.

1. Provide suitable shelf space to house state publications with adequate provision for expansion.

Shelving should be such as to provide the same ease of access and the same physical protection and security as is provided for other materials in the library. Pamphlet or leaflet type material may be housed in vertical files. Because of the disposal limitations placed on depository collections, allowances must be made for expansion of the collection.

Where multiple formats of the same resource exist (paper, CD-ROM, online, etc.), selective depositories may opt to provide access to just one format, e.g., to provide records with links to remotely-accessed electronic versions through their online catalogs rather than to retain paper copies. Complete depositories should retain paper copies of “core” publications* if they receive them but may otherwise elect to catalog a remotely-accessed electronic version. Where depositories have formed regional consortia or agreements for sharing collections, they may reduce the total number of duplicate paper copies in their library systems with the approval of the State Library, provided there is an acceptable method of sharing between libraries and providing public access.

2. Maintain accurate record of holdings of state publications.

The library must maintain for its own use a reliable record of state publications received and in the collection. The holdings record may be the same as the patron access record described below.

If the library uses the CalDoc classification scheme, staff can check the list of CalDoc numbers currently assigned to tangible items or search the catalog by CalDoc number to avoid duplication.

3. Provide records for patron access to state publications.

State publications need not be fully cataloged. However, access points (author, title, subject, location information) as suit the needs of the library and its patrons must be considered. Records should be made available through the library’s online catalog, but may be made in hard copy or microform if necessary.

4. Process, shelve, and have fully available for patron use all state publications within 30 days of receipt.

Processing includes unpacking, recording, labeling, and the preparing of holdings and patron access records. In the case of remotely-available electronic publications, a qualified staff person (see 5 below) should review the listings in California State Publications on a monthly basis to select publications to add to the library’s catalog.

5. Provide a qualified staff person to manage the depository collection and to assist patrons in its use.

A qualified staff person may be (a) a librarian holding a graduate degree in library science or library/information studies, or (b) a librarian who has been promoted to that rank through local career ladder programs, or (c) any staff person who, through experience and/or training, is deemed qualified to provide professional level service. Management of the depository collection and reference assistance need not be assigned to a single individual, and neither do these duties need to be the sole responsibilities of the individual(s) assigned. However, there must be one person at each depository library who is deemed the local coordinator and who will serve as the State Library’s liaison. It is the responsibility of the depository library to ensure that the State Library has contact information for the local coordinator and that the State Library is informed when the local coordinator changes.

6. Dispose of state publications only in accordance with the disposal policies established by the California State Library.

See the linked pages for additional information on retention and disposal policies for state depositories and disposal list instructions.

In addition to these conditions, the Contract for Distribution of State Publications also states, “Library agrees that State may at any reasonable time inspect the facilities provided by the Library for storage and use of all state publications distributed to it under this agreement, and that it will promptly supply any information which may be requested by State in connection with the storage and use of such publications.” While the State Library does not perform in-person inspections, it has the right to ask depositories to submit reports on state depository operations and will do so periodically.