Acquisitions: Building our Collection

Building a Complete & Comprehensive Historical Collection

One goal of the State Depository Program is to build a complete and comprehensive collection of publications produced by state government agencies at the Idaho Historical Society, Public Archives & Research Library. This helps document the activities and interests of state government over time and serves as a useful resource for internal government operations as well as for citizen access.

For more information please read the criteria for deposit and ideas for setting up distribution procedures.

Saving Everyone's Time

In 2002, we made well over 300 agency contacts to obtain publications. We kept track of the number and type of problems encountered and noticed some interesting patterns. Based on these patterns, we want to make three specific requests:

• Keep us on your mailing lists. Over half the contacts involved publications not received. This is an inconvenience to us, to depository librarians, to the patrons we serve, and ultimately to you when we contact you for copies that may no longer be available.
• Count out 20 copies. Twenty-five percent of contacts were for publications that we did receive, but needed additional copies for distribution. If for some reason you simply do not have enough copies, a quick note to that effect will save everyone's time.
• Respond promptly to our requests. A whopping one out of four contacts involved follow-up on previous requests. Unless we have a patron waiting, we allow at least two weeks before following up. If you know of a delay in supplying the item, we would appreciate hearing from you.

We realize that publication and distribution may be only a small part of your job, and it can be hard to remember procedures used just a few times a year. That is why we ask you to refer to our guidelines or develop your own.

Remember, we can save your time in responding to requests for agency information, but only if that information is on our shelves.

Before You Go to Press

Key bibliographic elements to include in publications

One of our running themes concerns the importance of providing public access to state government information. We generally look at ways to make your agency publications permanently available by distributing them through libraries.

Even before publication, however, you can take steps to improve public access by including essential bibliographic information. In the rush to meet publication deadlines, it is easy to overlook details that may later cause problems.

This information is intended for state employees who produce agency publications. It focuses on bibliographic elements that uniquely identify your publications and make them more accessible to your readers.

Agency publications vary a great deal in size, format, frequency, and intended purpose. We will consider various categories, broadly broken down into one-time publications and ongoing (or serial) publications.

One-time publications: The title page is the key

For a one-time publication such as a research study or a task force report, the title page is the key to identification. Located just inside the cover, the title page is used by readers for citations, and by librarians to catalog the publication for easy retrieval. Its purpose is to present basic bibliographic information such as title, author, publisher, and date in one convenient place. Some agency state publications do not have a title page. This is acceptable as long as all pertinent elements appear on the cover.

• Title. Ideally, the title should be unique and reflect the content of the publication. The full title should appear on both the cover and the title page.
  • If there is a subtitle, it usually follows the title and may appear in a different type size or font.
  • The title may also appear in a header or footer. If so, it should be consistent with the title on the cover.
• Authors and editors. Although often omitted in government publications, authors should be listed on the title page to clarify responsibility for the publication. This also provides a contact name, a convenience for anyone who needs follow-up information.
  • Including job titles or credentials of the authors is recommended as a way to establish their authority in a given subject area.
  • If the publication is a group effort, include the name of the editor or compiler. It is also helpful to list any committee or task force members on the back of the title page or in the introduction.
• Publishing agency. The title page should include the full name of the issuing agency, including the division or unit responsible for publication. If other agencies have a role in producing the publication, they should be listed as contributors. The complete address of the primary agency should be included, preferably on the front or back of the title page, or on the cover.
• Date. The date is one of the most important elements and the one most frequently overlooked. Sometimes it is intentionally omitted, so the material will appear current over several years. For readers, however, it is critical to know when a government publication was issued and whether it is still in effect. Always date your publications.

Smaller Publications

While title pages are important for substantive publications, they are not appropriate in all cases. State agencies often produce brochures, flyers, and leaflets without title pages.

For smaller publications, the key bibliographic elements include a clearly identifiable title, a publication date, and the full name of the agency. You may also want to list a contact person.

Ongoing publications

Many government publications are designed to be issued at regular intervals.  Examples include annual or biennial statistical reports or directories. Others, such as manuals and guides, may not be on a regular publication schedule, but are issued as needed to reflect changes in laws or procedures.

In most cases, agencies have procedures in place for producing ongoing publications, including the use of a consistent format and title page. In addition to the title page, it is helpful to include some reference to frequency of publication in the introduction. If it is irregular, consider numbering each edition, or at least stating when it was last updated.

Newsletters and other periodicals

Newsletters, journals, and magazines are usually issued several times a year and typically have mastheads or captions rather than title pages. Information on the purpose, frequency, editor, and publishing agency is often inserted at the bottom or on an inside page.

Consecutive issue numbers and dates are important to identify each issue and file it in the correct order. If only one sequencing method is used, the date is preferred. However, volume and issue numbers are helpful in verifying that all issues are on hand. Usually, each volume includes all issues for a one-year period.

On state agency publications we see an average of two errors per month in dates or numbers, usually because the editor forgets to update the masthead. The result is two issues that seem to cover the same period. Other common errors include skipping a number or forgetting to change the year in January. Some of the worst problems involve Roman numerals. We recommend using Arabic numbers.

Publications in series

Another type of publication is known in the library world as the "monographic series." This is a hybrid in which all pieces share a common series title, but each also has a unique title. Usually, all pieces are sequentially numbered and dated.

An example is the Water Quality Status Report published by the Division of Environmental Quality. Each piece in the series assesses the water quality of a specific river segment or geographic area and has a title reflecting its specific content. This is a very effective way to group similar titles for easy retrieval.

For a series, it is important to include all elements required on a title page, as well as a consistent series title and numbering scheme.

Title changes

Before changing the title of a newsletter or report, consider whether it is really necessary. The costs involved can include:

• Your publication's identity established over time can be sacrificed.
• Readers find it confusing to have several titles for essentially the same publication.
• Old and new titles may end up some distance apart on library shelves, if filed by title.
• It costs more for libraries to create catalog records for each title, and show linkages between them.

On the other hand, a significant change in scope or purpose is often best communicated through a title change. If you do change the title, be sure to note the change in the first issue or edition published under the new title.

By the way, it is wise to avoid any reference to frequency in the title. We learned this the hard way when our Monthly Checklist of Idaho Government Publications went bimonthly and required a title change -- much to our chagrin!

Bibliographic nutshell

Think about public access before you go to press. Your readers need to know the name of your publication, who wrote it, who published it, and when. If your publication is ongoing, they need a way to distinguish one issue or edition from another. They generally prefer a predictable title.

And remember, once your publication is printed, the next step is to send twenty copies to us at the Idaho Commission for Libraries.

How to Send Us Your Publications

What is the best way to send us your publications?

You have several choices:

• Statehouse Mail. Statehouse mail is the most convenient and inexpensive way to deliver publications between state agencies in Boise. Some people do not realize they will accept and deliver large packages.
  • Address the package to: State Documents, Idaho Commission for Libraries. Specifying "State Documents" helps ensure that it gets to the right place.
  • Be sure to include your return address in case the package is mis-routed. For example, the Idaho Commission for Libraries is sometimes confused with the Idaho State Law Library or the Idaho State University Library.

• U.S. Mail. If you are outside the Boise area, the U.S. Postal Service is your best bet.
  • Save postage by using the library rate.
  • Address your package to:
    
    State Documents
    Idaho Commission for Libraries
    325 W. State
    Boise ID 83702-6072

• Packaging. For either delivery method, please use packaging that is large enough for the item, does not tear easily, and keeps the materials clean and protected.

• Special delivery. If you work in the Capitol Mall area, you may want to deliver publications personally. Several state employees like this option. It gets you out of the office and gives you a chance to see our collection. We are located between 3rd & 4th and State and Jefferson. Use the fountain entrance, go downstairs, then down the hall to State Documents. We will be glad to see you!

Tips for Distribution System Setup

A Common Goal

Your agency and our depository program share a common goal: getting information about your agency to the people of Idaho.

Still, it can be hard to remember what procedures to follow, especially if you produce only a few publications each year. This webpage offers some suggestions for setting up a distribution system that includes twenty copies for the Idaho Commission for Libraries.

• Designate a contact person. We have asked each agency head to designate someone to act as a liaison with the Commission concerning deposit of agency publications. This webpage is intended for our liaisons. If responsibility for publications changes in your agency, please notify us so we can reach the right person.
• Keep a publications log. It is helpful to keep a running list of what your agency has published and how and when it was distributed. This can double as a transmittal form for each packet of publications you send to us. At minimum, the log should include the following information:
  • Name of issuing agency or division
  • Name of publications liaison, phone number, and e-mail address (or attach a business card)
  • Titles of all publications produced
  • Date sent to State Commission
  • Number of copies sent to State Commission
  • Notes or comments

We are providing a sample publications log. You are welcome to use our form, or you may prefer to develop one tailored to your own record-keeping needs. For example, you might want to add the author, the printing vendor, the number printed, cost information, and other distribution channels used. A spreadsheet can be useful for this purpose.

• Send us an annual list. If you have kept a log, you will have a complete publication record by the end of the year. At the end of each fiscal year, we ask you to check the list, make sure it is complete, and send a copy to us. If your agency did not publish anything during the fiscal year, please send us a note to that effect.
• Write us into your procedures. Does your agency have forms and written procedures for printing, reproduction, and distribution? If so, please include a reference to the depository law (Idaho Code 33-2505) and procedures for sending copies to us. It usually costs much less to print an extra twenty copies in the first place than to arrange for additional copies later on.
  • If you don't have such procedures, consider developing them. A step-by-step outline can be a big help for complex or infrequent tasks.
• Add us to your mailing list. If you maintain mailing lists for your publications, please be sure the State Documents unit is included. Depending on how your database works, it may be necessary to enter our address twenty times to make sure we get twenty copies. Most agencies use Statehouse Mail to send us their publications.
• Send our copies off the top. In spite of good intentions and sound procedures, you may find yourself short of copies. If so, consider that each library copy can serve many readers. Depending on the situation, it may make sense to send us twenty copies off the top and refer other users to their local libraries.
• Keep communication lines open. This may be the most important tip. Be sure to let us know about any concerns. A quick note about short printing runs, title changes, or mis-numbered issues can save your time and ours in tracing the problem. We are always glad to hear from you!

Twenty is Plenty

• "Why so many?"
• "Do you give them away to people visiting the library?"
• "We didn't print very many, so is two or three okay?"
• "Do you want extra copies?"

Questions like these reflect some confusion about why we ask for twenty copies of agency publications. Sometimes we get thirty or forty copies on the theory that if twenty is good, more must be better. In most cases, we simply want twenty, no more, no less. That is the number required by depository law. The copies are distributed directly to depository libraries, not to patrons of the Idaho Commission for Libraries.

Each copy is earmarked:

• One is sent to the Idaho Historical Society, Public Archives and Research Library for permanent retention.

• One is sent to the Library of Congress in Washington D.C. to become part of a collection of publications from all U.S. states and territories.

• The remainder are sent to designated depository libraries in Idaho, chosen for their geographic locations and their ability to manage a specialized collection.

We realize that occasionally circumstances influence an agency's ability to supply the full number. For example, the printer may make a mistake, or someone will forget to order enough copies to cover depository requirements. We also make exceptions for certain very expensive publications or for highly technical reports that would not be of general interest to the public.

So, talk to us if you need to negotiate the number of copies. At a minimum, we need three copies. One for the Idaho Historical Society, Public Archives & Research Library. One for the Library of Congress. And, one for the University of Idaho Library Special Collection. The two Idaho libraries have the most comprehensive state government collections in the State. In a pinch, even photocopies are appreciated. Danna Angevine is in charge of acquisitions and will be glad to work with you.

Please keep in mind that when funding is tight, is when you should consider the economies inherent in making information widely available through libraries. Library copies are used more than once and will still be available when your printing run is depleted.

By supplying these copies, you have the option of referring any publication requests to the nearest depository library.