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.
                      -3-

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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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