POLICY
LIBRARY SYSTEMS BRANCH
MANAGEMENT AND ORGANIZATION DIVISION
OFFICE OF ADMINISTRATION
OFFICE OF PLANNING AND MANAGEMENT
AUGUST 1975
U.S. ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
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U. S. ENVIRONMENTAL PROTECTION AGENCY
LIBRARY SYSTEMS BRANCH
POLICY
August 1975
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ENVIRONMENTAL PROTECT:OK
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SELECTION AND DISPOSAL OF MATERIALS
Selection of Materials
1. Materials will be purchased if they are
determined relevant to the collection and
if:
a. Headquarters staff, regional librarians,
or outside librarians recommend them.
b. Need is apparent from multiple inter-
library loans of the material.
c. Gaps in the collection are thereby
filled.
2. Collection will include books, journals,
films, reports, microfiche, maps, charts,
documents, etc.
3. Attempts will be made to collect relevant
non-published materials and information.
Libraries will maintain a directory of
persons and organizations likely to be
sources of such information in various
subjects areas.
4. Desiderata lists can be maintained by
librarians to aid in establishing priori-
ties regarding selection of items for
purchase.
5. Replacement policy for items missing from
library is determined on a similar basis
as book selection.
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CATALOGING
Cataloging of books is accomplished centrally
in Cincinnati for the entire EPA 'Library
System.
Cataloging of EPA documents and non-EPA
documents is performed by each individual
library, in accordance with established
procedures for the organization of material.
Organization of Material:
a. Books: Shelved according to the Library
of Congress scheme.
b. EPA Documents: PB number
c. Non-EPA and NTIS Documents: PB and
accession number
d. Periodicals and Newsletters: Alphabeti-
cally by title, chronologically within
same title
e. Pamphlets: By subject in filing cabinet
f . Mi crofi che:
1) EPA Documents: PB number
2) Non-EPA Documents: Filed by appropriate
ID number
g. Microfilm: Alphabetically by title
h. Theses: Alphabetically by author
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CIRCULATION
1. Materials circulate to EPA employee and,
through Interlibrary Loan, to other libraries
both government and non-government.
2. Materials circulate for as long as needed.
Another user's need of the material is the
only reason for recall. Periodic checks
will be made on loans to remind users they
have the material and to ascertain need.
Interlibrary loan materials are returned by
date due assigned by lending library. Re-
newals are requested only in rare instances.
3. Reference material and current editions of
journals and newspapers do not circulate.
Individual libraries can decide on routing of
new journals.
4. Xeroxing of materials with a copyright is
permissible only for in-house use or for use
by other government libraries.
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Interlibrary Loans
1. Material not available in the EPA local
Library may be borrowed from other libraries
for official use. Conversely, material that
is needed by the local EPA staff but not
available in the local library is obtained
from outside sources if possible. No charge
is made by the Library for this service.
2. Excluded from interlibrary loans are certain
types of material, e.g., non-circulating
reference books, exceptionally rare or classi-
fied literature, current journals.
3. Libraries should have available, and make use
of, the index and bibliographic tools required
to fully identify resources that may be wanted
from other participating libraries.
4. Materials may or may not be mailed within the
metropolitan area to non-government libraries,
at the discretion of the local library. Some
libraries may require that materials be picked
up by the borrowing library. Libraries outside
the metropolitan D. C. area receive full in-
terlibrary loan cooperation.
5. Loans will be made to other libraries, but
not to individuals.
6. Interlibrary loans circulate for two weeks,
through renewals sometimes may be arranged.
7. Requested government reports are sent on
microfiche, on a retention basis, if the
borrowing library has microfiche capability.
8. Journals will be loaned to non-government
libraries; articles will be xeroxed for non-
government libraries at the discretion of
the individual library.
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TRANSLATIONS
Poli cy
1. A centra] translation service is provided
for the exclusive use of EPA research
staff and EPA libraries. This covers all
technical documents primarily for transla-
tion from foreign languages into English,
but translations can also be provided
from English into any other language.
2. Requests for translations of legal and
administrative or other foreign exchange
documents should be directed to Headquar-
ters Library.
3. Charges are made to researchers and to
EPA libraries for translation services.
4. Copies of all items translated into
English by EPA will be sent to the
National Translation Service at the
John Crerar Library (Chicago) uncopy-
righted items will be sent to NTIS as
well. Requests for copies of transla-
tions received from outside EPA should
be referred to either of the above.
5. Translation services of all abstracting;
specified parts of a document; printing;
binding; rapid service translating; and
are prepared in an editable, reproducable
form.
Possible Sources of Material for Translation
1. Information obtained from literature
searches by EPA information centers and
from other data systems.
2. Material that researchers are given by
their counterparts in foreign countries.
3. Citations seen by researchers in journals,
field abstract bulletins, and in other
general reading.
Procedures: See EPA order 2130.1A
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FOREIGN LITERATURE EXCHANGE PROGRAM
1. The international Documents Exchange
program, administered through the Office
of International Activities, is designed
to acquire as much environmental material
from other nations as possible through
exchange agreements. This permits aware-
ness of other countries' experiences in
formulation standards and regulatory
controls and provides an opportunity to
share information on management and
control systems.
2. The Office of International Activities
maintains exchange agreements with the
environmental agencies of foreign co-
untries. This is often done through
agreements between the Administrator of
EPA, or his representative, and his
counterparts in other countries.
3. Under this program EPA is assembling at
the Headquarters Library a reference
collection of foreign documents relative
to environmental programs and regulatory
systems in other countries.
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