Moving Collections and Other Disruptions to Service
When experiencing a service disruption or change in access for the depository collection, because of a collection move to a new location, building remodel, aftermath of a disaster, or other reason, staff should evaluate and consider the impact on their depository users. Since Federal depository libraries are required to ensure continued public access to the depository collection and services for all library users, libraries in these situations are required to submit a contingency plan to GPO and their regional depository library (or libraries) outlining how they will continue to provide access and services during an event like this.
For a planned disruption in service, please submit the plan before the event.
Please note that every situation is unique. This guidance article should be used as a starting point and not as a definitive guide. Some libraries will have additional considerations; others will have far fewer than are listed in the checklists described below. Please contact Federal Depository Support Services (FDSS) and your regional depository staff to discuss your library’s unique situation.
- In a letter sent to all depository coordinators in May, 2020, Superintendent of Documents Laurie Hall addressed questions concerning access to Government resources as libraries reopen from the pandemic. Recognizing that local jurisdictions and parent institutions may have specific guidance to which depository libraries must adhere, for the health and safety of library staff and for those they serve, flexibility is needed during this most challenging time. For details, read the letter from Superintendent of Documents.
When permanently moving your depository collection to a new location
When moving your depository collection to a new location, e.g., offsite storage, remote housing facilities, etc., your library will need to plan for the move itself, as well as consider what changes in services or public access will result. If the collection move will significantly impact access to or services for the depository collection in the short or long term, a contingency plan is needed. A checklist of things to consider when doing a permanent move is available.
For more information about placement of materials in offsite storage, see “Best Practices for Storing and Retrieving Depository Materials in On-site and Off-site Storage”.
When your library experiences a disruption in access and services due to a building renovation, temporary collection move, disaster, or other reason
When depository libraries find their public service operations disrupted for a period of time, library staff are required to submit a contingency plan to FDSS. A contingency plan outlines how the library will support depository users, including the general public, during the disruption. A contingency plan should be submitted prior to a planned disruption or when safe and convenient after a disaster. A checklist is available to assist you with submitting a contingency plan to GPO
Submitting a contingency plan
After the contingency plan is written, please submit copies of the plan to Federal Depository Support Services and to your regional library or libraries. GPO staff may contact you with further questions or revisions. In addition, please notify FDSS and the regional depository at any time of any changes in the original plan, e.g., if the expected dates or timelines are altered.
GPO LSCM, Federal Depository Support Services Contact Information
Submit an askGPO inquiry. Category: Report a Collection Move/Submit a Contingency Plan