Procedures for disposing of Government Documents

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Last updated: Oct 28, 2019 by Alison Downey
2 min read

Department: Technical Services

Procedure: Disposing of Government Documents on Indiana State Library’s Needs and Offers Database

Purpose: This procedure explains how to list unwanted Government Documents onto the Indiana State Library’s Needs and Offers Database.

Overview: Because we are a Federal Depository Library, certain guidelines must be followed to dispose of all Government Documents. To view the guidelines for eligible documents see "Indiana Disposal List Guidelines" located at http://www.in.gov/library/4544.htm.

Required Knowledge/Skills: Access is limited to designated staff members of depository libraries. As of 10/2019, Alison Downey and Kathy Rhynard are authorized users.

Safety Issues/Precautions: N/A

Equipment/Supplies: PC with network connection

Procedure

Step 1: Log onto Indiana State Library’s website located at http://www.in.gov/library/4544.htm and click on "Indiana Needs & Offers Database". Enter your username and password.

Step 2: Under the Quick Menu select either “Add a Request/Offer” or “Upload Documents”. If you choose “Add a Request/Offer” you will need to input each item separately. The information needed by the State Library is, SuDoc Number, Title, Publication date, Authoring Agency, OCLC number, and Item number. There is also a space to add any notes pertinent to the document being offered. Once the information is entered you will hit the “Offer This” button at the end of the text. If you have numerous items you can make and Excel “.xls” or “.xlsx” spreadsheet, gathering the same information and use the “Upload Documents” selection. You will be prompted to “Choose a file” and then hit the “Upload” button.

Step 3: You should then receive an email from the State Library confirming they received your disposal list. The State Library will review your list and decide if they need any of your documents, if they do they will let your know by email. They will also let you know when they are finished reviewing your list and it is OK to dispose of said documents.