The New York State Regional Depository uses the FDLP eXchange for the disposal of depository materials. Selective U.S. depository libraries in New York State may withdraw depository publications following the procedures outlined below.
Notify us if you are planning a large weeding project of 250 items or more. We can oftentimes streamline the process for you and offer collection assessment tools and sample workflows. It also gives us the chance to gear up to process your lists in a timely manner. Email NYSLFEDOC@nysed.gov as soon as possible for more information.
More detailed information about weeding procedures in FDLP libraries can be found at: Guidelines on Weeding a Depository Collection.
Log into FDLP eXchange. The contact person listed with GPO is the email address associated with your FDLP eXchange account. That person will need to sign in and add any additional users before those users will be able to log in. For questions or problems with passwords and logging in, email email@example.com.
In April of 2020, the FDLP extended review periods to accommodate libraries that may be closed or have limited staff. The extended review periods will help prevent libraries from missing opportunities to obtain materials. The NYS Library adopted the 180 regional review period.
We strongly suggest selecting an additional period of offering nationally, even if it is only for one day. There are libraries across the country doing digitization projects, recovering from disasters, and completing subject collections vital to their researchers. See Using FDLP eXchange to Offer Materials Nationally.
Items to be discarded may be entered manually. If you are entering items manually a red asterisk (*) indicates a required field. See Entering an Offer Using the Form (video: 6 min., 25 sec.).
Offers can also be uploaded using an offers spreadsheet into the FDLP eXchange system. See Creating an Offers Spreadsheet (video: 8 min., 49 sec.). If your software does not support the .xlsx format you should use the .csv versions of the templates.
Notes on spreadsheet entries:
See Uploading a Spreadsheet of Offers (video: 3 min., 21 sec.) After uploading a spreadsheet you will be prompted to correct any errors in the formatting of the SUDOC numbers and/or any missing information.
Requesting libraries, including the Regional, will contact you through the FDLP eXchange dashboard. Be sure that you set up your email notifications in FDLP eXchange. Please respond to requests within 3 business days.
Postage to the Regional Library and selective libraries in New York State is the responsibility of the discarding library. Sometimes use of an interlibrary courier is possible. Material headed to the Regional should be shipped promptly to the address below.
6th Floor Documents Unit
Cultural Education Center
222 Madison Avenue
Albany, NY 12230
Attn: Regional Collection Adders (your depository number)
Once FDLP eXchange has notified you that your material was eligible for discard, you may dispose of it as you see fit. Remember that if items are sold as secondhand books or waste paper the proceeds must be sent to the Superintendent of Documents.
If you have any questions or would like to request training, please contact us: