Connecticut State Documents Depository Libraries Procedures

Shipments

We send out shipments about every 2 months. A combined shipping list for human-readable  copies and electronic items are sent by email. The lists will include OCLC numbers and State Library call numbers to facilitate cataloging.

State Documents Depository Libraries agree to these guidelines:

  • The library will provide space to house the documents. They do not have to be maintained in a separate collection.
  • Shipments of hardcopy and electronic links will regularly be processed into your collection and catalog
  • Libraries will maintain, orderly, systematic receipt of documents
  • Documents must be available to the public during the library’s normal operating hours.
  • Academic and special libraries must be willing to lend through interlibrary loan. Public libraries are encouraged to lend documents through BorrowIT CT and reQuestIT CT (ILL).
  • Documents collections must be maintained in accordance to the official Retention/Disposal Policy
  • State Library staff may periodically inspect your documents collection.
       

Retention/Disposal Policy
(effective May 1, 2009)

  • All depositories are encouraged to keep Connecticut State Documents permanently in order to establish historical collections in various sections of the state. Depositories are encouraged to add electronic state publications to their catalogs to provide statewide access to the growing number of digital publications. Special attention should be paid to electronic serials, which often continue their paper counterparts
  • Depositories are encouraged to retain annual reports of agencies for a minimum of 10 years.
  • All other items, except ephemera or vertical file materials are to be retained for a minimum of 5 years
  • Superseded items may be removed from the collection as soon as they are superseded. An example would be the Connecticut General Statutes. Superseded items also include any publication cumulated in a later issue, after the latter issue is received; any revised publication which renders earlier versions obsolete, after the revision is received; separates upon the receipt of a final replacement volume.
  • Any duplicate copies of current materials may be disposed of at the depository library’s discretion. There is no need to return them to the State Library.
  • Depository items removed from the collection may be disposed of after the required retention period without prior notice to the State Library. The one exception to this is long historical runs of a series. Please notify the State Library in these cases so that we can use them to fill in our own collection.

Questions? Contact Nancy Lieffort, 860-757-6576 nancy.lieffort@ct.gov