Idaho Commission for Libraries

Building a Complete & Comprehensive Historical Collection

One goal of the State Depository Program is to build a complete and comprehensive collection of publications produced by state government agencies at the Idaho Historical Society, Public Archives & Research Library. This helps document the activities and interests of state government over time and serves as a useful resource for internal government operations as well as for citizen access.

For more information please read the criteria for deposit and ideas for setting up distribution procedures.

Saving Everyone's Time

In 2002, we made well over 300 agency contacts to obtain publications. We kept track of the number and type of problems encountered and noticed some interesting patterns. Based on these patterns, we want to make three specific requests:

• Keep us on your mailing lists. Over half the contacts involved publications not received. This is an inconvenience to us, to depository librarians, to the patrons we serve, and ultimately to you when we contact you for copies that may no longer be available.
• Count out 20 copies. Twenty-five percent of contacts were for publications that we did receive, but needed additional copies for distribution. If for some reason you simply do not have enough copies, a quick note to that effect will save everyone's time.
• Respond promptly to our requests. A whopping one out of four contacts involved follow-up on previous requests. Unless we have a patron waiting, we allow at least two weeks before following up. If you know of a delay in supplying the item, we would appreciate hearing from you.

We realize that publication and distribution may be only a small part of your job, and it can be hard to remember procedures used just a few times a year. That is why we ask you to refer to our guidelines or develop your own.

Remember, we can save your time in responding to requests for agency information, but only if that information is on our shelves.