Procedures for Creating and Sending GovDoc Disposal Lists to the State Library

Department: Technical Services

These procedures are based on the "Indiana Guidelines for Disposal of U.S. Government Depository Documents", which can be found on the G:drive. (S:\CCLS\GOVDOCS\Disposal Guidelines, Procedures, Lists) Please refer to these guidelines when making state disposal lists.

Only documents printed before 1976 and documents that are considered historically significant or important to Indiana should to be added to an Indiana State Libraries disposal list.

1. Open an Excel spreadsheet and set three columns with these headings:
-SuDocs # Title Date
-Name the Disposal List

2. Working from the book truck, start with the lowest SuDocs number and enter each document on a separate line of the spreadsheet. If the SuDocs label has fallen off, the number should be written on the top right corner of the inside cover, or on the back in the case of a single sheet. Use the full title as it appears on the title page. The date is the publication date that often appears on the cover, title page or last page of the document. Use only the year for this date.

When listing documents with more than one volume: list consecutive numbers on one line, but start a new line if the series is broken.

3. Save the disposal list in the S:drive (S:\CCLS\GOVDOCS\Disposal Guidelines, Procedures, Lists)

4. When completed, e-mail the list as an attachment to fdlpinl listserv (fdlpinl@lists.in.gov) stating that Valparaiso University is disposing of these documents. Include a contact person, phone number and email address in your email.

5. To the disposal list saved in the S: drive add the date to the name of the list so that you know which lists have been sent to the State Library for approval.

6. After the State Library sends back the list with the items they want circled, or a letter saying they don't want any of the documents and you have permission to dispose of the documents, you may offer them to other libraries.

7. Delete the disposal list from S: drive.