1 Colo. Code Regs. § 301-28.2490-R-201.00

Current through Register Vol. 47, No. 22, November 25, 2024

Rule 1 CCR 301-28.2490-R-201.00 - Depository Libraries' Designation and Responsibilities

201.00 (1) The Colorado State Library will designate depository libraries. Each designated depository library will enter into a formal agreement with the State Publications Depository and Distribution Center, Colorado State Library.

201.00 (2) Depository libraries shall be open to the general public for the free use of depository publications.

201.00 (3) Depository libraries shall have the interest, the resources (including staff, equipment and space), and the ability to provide public service and custody of state publications.

201.00 (4) Depository libraries shall keep the documents collection open for public service the same hours as other major parts of the library.

201.00 (5) Depository libraries must provide loan service of documents to any library in the State that is unable to obtain the material from another library.

201.00 (6)Each depository library, in conjunction with the publications liaison officer, shall notify the Depository Center of state publications not appearing in the distribution program and, upon the request of the Depository Center, shall provide the Center with copy(ies) of said publications.

201.01Designation Procedures

201.01 (1)Each interested library shall notify the Depository Center of its interest in becoming a depository and submit an application to the Center.

201.01 (2) Depository designations shall be based on a combination of a geographical location, size of collection, designation as a federal depository library, population and demographic factors. Academic and public libraries will be given equal consideration.

201.01 (3) One depository designation will be reserved for each geographic area of the state. Additional depository designations shall be made as funding permits and shall be based on geographical locations, size of collection, designation as a federal depository library, population and demographic factors.

201.01 (4) Each designated depository library will agree to participate in a program of monitoring by the Depository Center staff designed to ensure compliance with rules and agreement provisions.

201.01 (5) The Depository Center will monitor the service programs of the depository libraries to determine compliance with agreement provisions. Depositories will be notified before monitoring visits occur. If a violation is found, the depository library will be granted six months to comply and a follow-up monitoring visit will be conducted to verify compliance.

201.01 (6) The total number of depositories will not exceed thirty (30).

201.02General Provisions

201.02 (1) Depository libraries will abide by the retention of materials guidelines provided by the Depository Center.

201.02 (2) Depository libraries will file reports required by the Colorado State Library with the Depository Center on forms provided by the State Library.

201.02 (3) Each depository library will appoint a staff member who will be responsible for the state publications collection and service to serve as the contact person with the Depository Center and will immediately notify the Center should a change occur. Each depository library will be expected to send this representative or his designee to attend Depository Center meetings.

201.03Termination of Depository Designations

201.03 (1) If a designated depository library wishes to terminate its depository agreement, a written notice must be given to the Colorado State Library thirty (30) days prior to the intended date of termination.

201.03 (2) Depository libraries found to be in violation of the depository agreement shall be subject to termination of their depository status by the Colorado State Library. The Depository Center staff will make a recommendation to terminate depository status to the State Librarian or designee and will give written notice of the intent to terminate depository status to the director of the library in question.

201.03 (3) A depository library that receives notice of intent to terminate depository status may appeal that action within sixty (60) days from the date of notice to the State Librarian. It is the responsibility of the depository library to show cause why the termination should not occur and that it is in compliance with the depository agreement provisions. The final decision will be made by the State Librarian.

201.03 (4) A depository library that receives the final decision from the State Librarian may appeal that action within thirty (30) days of the final decision to the State Board of Education. It is the responsibility of the depository library to show cause why the termination should not occur and that it is in compliance with the depository agreement provisions. The final decision will be made by the State Board of Education.

201.03 (5) All materials deposited with the depository libraries remain the property of the Colorado State Library.

201.03 (6) Upon termination of a depository agreement, disposition of the materials deposited with the library will be determined by the Colorado State Library.

GUIDELINES FOR DEPOSITORY LIBRARIES

1. The Depository Center will notify depository libraries of forthcoming monitoring visits.

2. Depository libraries which notify the Depository Center of documents not distributed through the program will provide the Center a copy of the cover, the title page and other information needed to identify the issuing agency. A complete copy of the document will be provided upon request of the Depository Center.

3. The Depository Center recommends that depository libraries organize the state documents collection according to the classification numbers assigned to each publication by the Center in order to facilitate use of the index to state publications provided by the Center.

4. Depository libraries shall provide for the orderly processing and custody of state publications provided by the Depository Center.

5. Claims for missing items should be made to the Center within three weeks of receipt of each shipment.

6. Depository libraries will assume the responsibility for the replacement of lost or damaged depository documents except for those items missing from the original shipments made by the Depository Center.

7. Depository libraries will retain state documents provided by the Depository Center indefinitely, or until permission to discard or distribute to other libraries is received from the Center.

8. Superseded items will be identified by the Center and those items shall be discarded unless needed for the collection of the depository library for historic purposes. Such items shall be marked as superseded.

9. Depository libraries shall send status reports of activities on forms supplied by the Colorado State Library to the Depository Center at least once each year.

1 CCR 301-28.2490-R-201.00