Cataloging Record Distribution Program

The Cataloging Record Distribution Program (CRDP) provides GPO produced catalog records to participating Federal depository libraries at no cost to the libraries.

The U.S. Government Publishing Office (GPO) started the CRDP on October 1, 2009 and has expanded the program each year. Currently, it serves up to 260 Federal depository libraries.

GPO contracts with MARCIVE, Inc. for bibliographic record services for CRDP participants.  MARCIVE personnel work with each participating library to develop a CRDP bibliographic records profile, and they provide monthly sets of GPO produced bibliographic records for each library, based on their individually customized profiles.

Libraries add the records to their own library catalogs, enhancing public access and awareness of U.S. Government publications. Libraries do not pay to participate; however, they must follow minimum participation requirements in order to remain in the program.

FAQs for current participants

New in the CRDP

GPO is excited to share new services and options available in the CRDP, starting in FY20, which started on October 1, 2019:

• Your library may choose to receive catalog records which do not have item numbers or have inactive item numbers. To select these records, you identify desired SuDocs stems.
• Your library may opt to receive FDLP Basic Collection catalog records, in a single batch in the following month’s records set.
• Your library may receive a Monthly Records List.

Participating libraries: Review information about each of these options. If you wish to add one or more to your library’s CRDP Profile, contact MARCIVE, Inc. directly to make changes to your library's CRDP Profile. Please note that your library may make up to two cataloging specification changes during each Federal fiscal year (October-September).

Libraries joining the program: You will have the option to select any or all of these options when you submit your original CRDP Profile. 

Benefits of the CRDP

The advantages to participation are many, including:

• The service is available at no cost to participating Federal depository libraries.
• Quality bibliographic records are provided monthly.
• Participating libraries profiled to get current bibliographic records can make changes anytime to their FDLP item number selection profiles and will automatically get bibliographic records the next month based on the updated item number selection profiles.
• Libraries may configure the bibliographic record files received.
• The monthly process for acquiring the records sets is easy.
• Receiving bibliographic records reduces library staff cataloging time.
• Participants have consistently praised CRDP customer service.
• Library staff may request a referral to a CRDP Buddy, a knowledgeable librarian at another CRDP participating library who has offered to help consult about the CRDP.

How to Join the CRDP

Participation in the CRDP is “first come, first served".

Contact GPO’s Federal Depository Support Services if you are interested in learning about any program vacancies. Ask for Kathy Bayer or Lara Flint.

• Phone: 202-512-1119 (shared phone line)
• Electronic: askGPO > Federal Depository Library Program > Category: Cataloging Record Distribution Program

The CRDP has proven to be so successful that GPO typically has a waiting list for participation. Libraries on wait lists are typically invited to join after the beginning of the next Federal fiscal year (October 1st). If a program vacancy arises during the fiscal year, the next library on the waiting list is able to join the program at that time.

If your depository library is interested in joining, you are encouraged to:

• Review the CRDP minimum participation requirements to make sure your library will be able to fulfill the requirements.
• Review the CRDP Profile Guide, which provides instructions that libraries joining the CRDP follow to notify MARCIVE how they would like their records sets customized.
• Review and update the depository’s FDLP item number selection profile, as appropriate.

Participation Requirements

Since GPO pays for participating libraries to receive bibliographic records through the CRDP, these libraries are required to:

• Maintain CRDP point(s) of contact with both GPO and MARCIVE, Inc. A library must always have at least one current point of contact for this program. Notify both GPO and MARCIVE of any changes in the points of contact.
• Retrieve catalog records each month. Records are typically made available for two weeks at the end of the second week of the month.
• Failure to see the email notification from MARCIVE about availability of records or to be contacted by GPO about record pick-up does not excuse a library from picking up records. If you haven’t seen a notification by the middle of the month, you should get in touch with MARCIVE to inquire about records availability.
• If you miss picking up records during the two-week window, you may contact MARCIVE to request reposting within eight weeks from the time that the records were made available.
  • This may typically be done only once during a fiscal year, which runs from October 1st through September 30th.
  • If your library or staff is significantly impacted by a disaster and unable to access the monthly records, please contact GPO or MARCIVE staff when feasible. Records are held for disaster-affected libraries for a period of time.
• Load the records into the ILS/OPAC on a timely basis, which is preferably within two weeks but at least before the next set of records is available the following month, and test the results.
• Profile to receive at least ten records each month, on average.
• Complete an annual GPO survey about the CRDP.
• Have an integrated library system which supports Resource Description and Access (RDA) bibliographic records
• (For new participants) After getting an invitation to join, complete the initial CRDP Profile and testing within three weeks.

Libraries with OCLC WMS may set up their CRDP Profiles so they do not need to pick up or load records.

If your library is uncertain about meeting the participation requirements, please note that GPO catalog records are available through other sources.

To get a sense of how many bibliographic records your library may get each month based on your current FDLP item number selection profile, you may search the Documents Data Miner 3 Catalog, filtered by your depository library number.

CRDP Profile

Participating libraries create a CRDP Profile to describe the types of records they wish to receive and how they will be organized in order to meet the specifications of the local library system.

See the Profile Guide, which has instructions for a new library joining the CRDP and helpful information to reference in case participating libraries wish to update or change their current CRDP Profiles. A webcast, Completing the CRDP Profile, will help walk you through the guide.

Each library participant may select one of the following options, matched with your library’s item selection profile at the beginning of each month:

• All newly created cataloging records
• All newly created records, plus changed or updated bibliographic records

Each library participant may also select from the following options:

• Catalog records without item numbers or records which include inactive item numbers, identified through selection of desired SuDocs stems. Records without item numbers typically describe older publications, including digital reproductions. Examples of records without item numbers are described at GPO’s Cataloging Data in the Cataloging Record Distribution Program.
• FDLP Basic Collection catalog records, in a single batch in the following month’s records set. This is a one-time output that is of most interest to newer Federal depository libraries which haven’t already cataloged these titles. Your library does not need to be selecting the corresponding item numbers to receive this group of records.

Record Customization

Record sets may be customized in the CRDP. Libraries may choose from among the following CRDP custom options:

• Organization of records sets. They may be in one file or they can be separated by format, such as serials or online only (EL).
• Output limited by format, such as online only (EL)
• Creation of item record holding fields
• Creation of up to four holding codes
• Placement of OCLC numbers, SuDocs class numbers, and designated MARC fields according to local practice
• Record sets in MARC-8 or UTF-8
• Sending records to OCLC for the purpose of setting holdings

Note that MARCIVE adds the following note in a 500 field: “GPO Cataloging Record Distribution Program (CRDP)”.

Record Distribution

Records are distributed in batches once a month from MARCIVE, typically at the end of the second week of the month. The records sets are for publications cataloged by GPO during the previous month.

CRDP points of contact at libraries are notified by MARCIVE each month by email when their records are available to pick up via FTP or HTTPS. The emails include the quantity of records and the location where the records may be retrieved.

Once notified, libraries have two weeks to retrieve records. The email notification also includes the expiration date after which the records will not be available.

Libraries choosing to leave the CRDP may retain the bibliographic records received through the program.

Monthly Records List

This is an option for all participating libraries to select, starting in FY20.

You may opt to receive an electronic report in CSV format each month that includes the SuDocs number, item number (when included), OCLC number, and brief title. It will be made available along with each monthly set of catalog records and is of use to libraries with systems that do not have the capability to produce such a report. For libraries receiving multiple files of records, there will be a list for each file.

Excluded Services

The following services are not available through the CRDP:

• GPO acquisition records (brief bibs)
• MARCIVE Shipping List Service (SLS) records
• Barcodes/smart barcodes
• Superintendent of Documents (SuDocs) number labels
• Access to MARCIVEWeb Docs (database offered by MARCIVE)
• Authority control services
• Custom reporting
• Record loads tailored for a consortial catalog
• Retrospective cataloging

Guidance, Questions, and Technical Assistance

Participating Libraries

Additional Information

Please note: Enhancements available starting in FY20 are not reflected in most materials below. The exception is the Completing the CRDP Profile webcast.

• Better Faster: Using MarcEdit to Process and Enhance CRDP Records, March 16, 2021
• Completing the CRDP Profile, August 21, 2020
• Cataloging Record Distribution Program Workflows webinar, September 7, 2017
• Harford Community College Library’s CRDP Workflow, Before and During COVID-19. See the 2020 FDL Conference Virtual Poster Presentations for the abstract and poster.
• "Western Kentucky University and the CRDP” FDLP Connection, Volume 6, Issue 4
• 2015 Federal Depository Library Conference program, co-presented by GPO and MARCIVE, Inc.
  • Recording (starts at 39:00)
  • Slide presentation
• “Downey City Library: Community Centered Cataloging with GPO’s Records”, FDLP Connection, volume 1, issue 2.