ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program --------------------------------------------------------------------- May 1, 2000 GP 3.16/3-2:21/07 (Vol. 21, no. 07) --------------------------------------------------------------------- PROPOSAL 1: REDEFINE DEPOSITORY LIBRARY SIZE CATEGORIES [See Council recommendation 3, p. 53.] * Revise the volume counts used to define small, medium, and large depository libraries. LPS proposes the following: Small < 250,000 Medium 250,000 - 1,000,000 Large > 1,000,000 Libraries will be categorized based on the library's 1999 Biennial Survey response to question 2: How many cataloged and uncataloged items are in your library system? Include Federal depository and non-depository materials, all formats, and all collections and libraries under the purview of your library director. Rationale The present definitions were first used in 1987. They must be revised to reflect the growth of library collections. Based on the results of the 1999 Biennial Survey, this new delineation places roughly the same number of libraries in the large and small categories, with about 41% of the depositories falling within the medium range. The new size classifications will provide a more accurate reflection of the library. At Issue These designations are used frequently to compare peer depository libraries during the self-study and inspection processes. Collection Development is one area where the comparison can have detrimental effects on a library. Using the standard prescribed in the Instructions to Depository Libraries, libraries should select at a level that is at least half of the average rate of libraries of a similar size and type. The present definitions, for example, place libraries with 600,000 volumes in the same classification as libraries with more than 10,000,000 volumes. In trying to meet the selection standard many libraries are forced to select beyond their mission and scope. Conversely, libraries selecting within the scope of their mission and fulfilling patrons' government information needs may fail to meet the selection standard. Effective Date GPO proposes to adopt the new definitions on October 1, 2000. This date coincides with the effective date for new item selections in the next update cycle and provides librarians the opportunity to refine their selections to meet the standard defined in the Instructions to Depository Libraries. If this proposal is approved, this information will appear in the packet sent to all depositories in May 2000 for the June - July annual item selection update cycle. Attachment 1: Item Selection Rate Averages for Selective Depository Libraries As of January 1998 [from Administrative Notes, v. 19, # 5 (3/15/98)] Library Type Total # Average Selection % by Library Size Libraries Small Medium Large # libs % # libs % # libs % Academic, 651 111 17 324 29 216 57 4-year + Academic, 70 65 14 4 21 1 26 2-year Academic, Law 155 24 9 125 14 6 13 Federal Agency 50 28 10 12 13 10 28 Federal Court 16 15 5 1 11 0 0 Public 273 70 15 134 20 69 43 Service 5 1 11 3 21 1 22 Academy Special 22 13 9 6 12 3 4 State Court 37 26 5 10 9 1 6 State Library 31 10 20 15 30 6 35 Size designations are based on the number of volumes in the library's entire depository and non-depository collection, as follows: Small = 10,000 - 150,000 Medium = 150,000 - 600,000 Large = 600,000 + Attachment 2: January 2000 Item Selection Rate Averages for Selective Depository Libraries Based on New Size Definitions Library Type Total # Average Selection % by Library Size Libraries Small Medium Large # libs % # libs % # libs % Academic, 638 137 19 261 31 240 57 4-year + Academic, 67 65 15 1 29 1 18 2-year Academic, Law 154 24 10 121 14 9 15 Federal Agency 47 27 11 15 15 5 35 Federal Court 16 12 9 4 7 NA Public 264 72 14 118 22 74 41 Service 5 1 12 4 23 NA Academy Special 22 13 10 7 11 2 6 State Court 37 29 5 8 12 NA State Library 31 13 21 10 24 8 43 * There were 6246 items available for selection at the time of this tabulation. Regional depository selections are not included. Size designations are based on the number of cataloged and uncataloged items in the library system. Depository and non-depository materials, all formats and all collections under the purview of the depository's library director are included. Small = < 250,000 Medium = 250,001 - 1,000,000 Large = > 1,000,000