Depository Libraries





       THIS AGREEMENT is entered into by and between the New Mexico State Library Division (“State Library”) and _____________________________________________________________________________________________________________.

       WHEREAS it is the mission and statutory obligation of the State Library to collect and disseminate state publications through the State Publications Clearinghouse.

       WHEREAS state agencies are required to deposit thirty copies of all state publications intended for public distribution with the State Library.

       WHEREAS many state agencies are limiting the production of paper copies of their publications in order to reduce budgetary costs.

       WHEREAS the State Library desires to help state agencies reduce costs while continuing to provide access and preservation of state publications.

       THEREFORE, the parties agree as follows:

When providing electronic copies of their publications, ____________________________________________________________ will follow the requirements of NMAC and regarding providing access to documents created in approved formats. The State Library will be notified when new electronic documents are available by either providing the document in the approved format or sending a working link. Permission to the State Library to provide access in perpetuity is assumed with all documents provided.

According to the statutory head of the of agency will annually designate an individual to distribute the publications of this agency to the State Library and who will be responsible for complying with all terms of this memorandum of understanding.

This agreement shall become effective on the date of execution by all Parties and shall remain in effect until January 1, 2019.

Entered into this _______ day of ___________, 2015

IN WITNESS WHEREOF, the parties hereby execute this MOU which represents the entire understanding of all of the parties hereto.

Michael Delello_______________________________________________ Date_____________________________________________
Interim State Librarian



Signature ___________________________________________________ Date_____________________________________________   







Five-State Documents Conference Proceedings

Five-State Documents Conference Proceedings
August 5-6, 2004
New Mexico State Library
Santa Fe, New Mexico

Depository Basics: how and why we do what we do
(PowerPoint file)
Speakers: Tim Byrne, University of Colorado (Boulder); Janet Fisher, Arizona State Library, Archives and Public Records (Phoenix)

This session will enable new document librarians to become familiar with the depository laws and guides, and give the seasoned librarian a review of the source materials and changes within the sources. The presenters will also try to debunk some of the erroneous myths that have grown with the depository program.

Colorado Digitization Project – Western Trails Grant – Fall River Road
Speaker: Mark Anderson, University of Northern Colorado

“Rocky Roads for the Modern Tourist" - The area between Grand Lakes and Estes Park Colorado had been a popular tourist attraction for generations by the time Rocky Mountain National Park was established in 1915. The first infrastructure improvement project envisioned by the new Park Administration was to build a road over Fall River Pass, which would make the attractions of the Park's interior accessible by automobile. In 2003, the University of Northern Colorado received a grant from the Colorado Digitization Project to create and mount on a web site a digitized collection that would tell the story of Fall River Road in photographs, maps, government documents and other public domain material. In this presentation, which will be illustrated with historical black and white photos, the presenter will talk about how the creation and maintenance of Fall River Road has challenged available technology throughout its history and about some of the tourist attractions that the road made accessible. He will also discuss some of the technical problems involved in digitization projects of this type and potential evolution of the project.

Tour of the the LexisNexis U.S. Serial Set Digital Collection
Priscilla McIntosh, MLS
Account Executive
LEXIS/NEXIS Academic & Library Solutions

SUDOCS and the Arts
Speaker: Clark E. McLean, University of New Mexico, Zimmerman Library

Session will highlight several Federal publications and web pages related to the arts including:

  • Selected Federal agency publications related to the arts

  • Overview of copyright resources

  • Websites from the Library of Congress, National Endowment for the Arts and National Endowment for the Humanities

The Gumshoe Documents Librarian: Investigating the Environment & Politics
(Word file) (PowerPoint file)
Speaker: Leanne Walther, University of Colorado (Boulder)

An investigative approach to environmental research, the program involves “telling a story” by weaving together environmental, business and political online resources.

Charles J. Kappler and Charles C. Royce: Indian Treaties and Land Cessions in the United States, with particular focus on the Southwest
(Word file)
Speaker: Charles D. Bernholz, University of Nebraska, Lincoln

Charles J. Kappler’s Indians Affairs: Laws and Treaties collected together almost all of the recognized federal treaties signed with the Indian Nations, as well as other valuable documentation of these interactions between the government and the tribes. Just a few years prior to the creation of this compilation, Charles C. Royce of the Bureau of American Ethnology, in an Annual Report of the Bureau, displayed the cessions from these treaties on State and Territory maps through a unique Royce Area Number system. Thus, with these two collations, the final texts of almost every recognized Indian treaty and a map placement of the lands ceded by these instruments became available. Both the treaty texts and the cession maps are available now on the Internet.

Depository Library Community and Collaborative Participation in E-Government: AskUS (FDLP Librarians) and We Will Answer! [Word file] [PowerPoint file]

Speakers: Cathy Nelson Hartman, Head, Digital Projects Department, University of North Texas Libraries and Associate Fellow, Texas Center for Digital Knowledge
Melody Specht Kelly, Associate Dean, University of North Texas Libraries and adjunct professor, School of Library and Information Science, University of North Texas

The continuation of the Federal Depository Library Program's historic information dissemination, access and preservation roles are now dependent upon multi-agency e-government collaboration. The collections and research expertise of the Federal Depository Libraries are the critical features missing in current e-government service models. The presenters propose that the public service and resource discovery features now available at FDLP Libraries be coordinated nationally via an AskUS - FDLP Library Portal.

New Mexico Digital Documents
(PowerPoint file)
Speakers: Marcia Faggioli Smith, State Documents Librarian, New Mexico State Library
Patricia Hewitt, Director of Technical Services, New Mexico State Library

As more and more documents are published only on the Web documents libraries are facing a dilemma: how to collect and preserve important local materials, and "fugitive" documents. The New Mexico State Library developed a GILS search engine, and later added and tracked URLS in cataloging records to solve this problem. Now we are using OCLC's Digital Archive service to harvest and preserve "born digital" documents, as well as selected dual format. Learn how the State Library addressed this dilemma by revising its state documents collection development policy, its plans to change the New Mexico administrative code, and its collaboration with the State Archives and state depository libraries to manage this digital collection.

Web Usage Statistics and Website Evaluation – A case study of a government publications library website
(PowerPoint file)
Speaker: Susan Xue, Assistant Government Publications Librarian, University of Colorado at Boulder

Web usage statistics are often used as a tool for assessing a website, despite some of their drawbacks. This presentation attempts to evaluate a government publications library website by studying its usage statistics. It examines organization, including access, search ability, and structure, of electronic government information in subject directory format. This study reveals that a subject directory website is an important tool for distributing electronic government information, but it requires continuous development. The usage statistics are useful in monitoring search engine ranking, improving display, structure, and search ability.

Electronic Vertical File
(Handout 1) (Handout 2) (Handout 3)
Speakers: Jim Veatch, Technical Services Librarian, Thomas Branigan Memorial Library
Justine Honeyman, Library Consultant, Justine in Nashville

Almost everything that was wrong with the traditional vertical file is solved with an electronic vertical file. Branigan Library in Las Cruces is developing an extensive file of small electronic publications, primarily from government agencies. Jim Veatch, Branigan’s Technical Services Librarian, will discuss the selection, organization, and presentation of the electronic vertical file concept and its potential for library outreach. He will focus on Federal publications, a number of which are not in the Depository Library Program. This presentation will include a PowerPoint presentation and handouts. Attendees will be able to replicate the strategies from this presentation in their own libraries.

Permanent Public Access in the 21st Century and Policy Implications for the Southwest
(Acrobat file)
(Word file)
Speaker: Aimí©e Piscitelli Quinn, University of Illinois at Chicago

Upon completion of a 2-year study of the Bush administration information policy, the GODORT Federal Documents Task Force on Permanent Public Access found a consistent, deliberate policy shift from open access to more stringent rules guarding the release of information. As a result, definitions for public access have changed and secrecy is more prevalent than before. The presenter will outline the shifts in policy and provide some tangible solutions on the impact for libraries in the Southwest, who are particularly vulnerable due to the geography of the West.

Don't Leave Home Without It: Using Government Information to Plan a Perfect Vacation
(Word file)
Speaker: Linda Risseeuw, Phoenix Public Library

Plan your long-awaited vacation using government information, both in print and online. Find out about national parks, national monument, forests and scenic locations. Take a virtual armchair tour and get all the information you need to visit in real life. Find out where to hike and go boating. Learn about all these great places before you to. Even make reservations online.
To make your trip glitch-free, get travel advisories, weather reports, gas prices, or airline on-time ratings.
Federal information can also help you plan for a trip overseas. Get a passport, learn about foreign countries, and will that cruise ship make you sick.

Submerged: Diving and Documents
Speaker: Matt Russell, Archeologist, National Park Service – Submerged Resources Center

An underwater archeologist from the National Park Service will talk about projects conducted by this Santa Fe-based office. The team documents and assesses underwater cultural heritage in our nation’s National Parks, including such icons as the USS Arizona and Ellis Island. This speaker will discuss underwater archeological research conducted by a federal agency in a management framework, and talk about how this data is disseminated to the public as government documents and in popular formats.

With increasing awareness of America's underwater cultural heritage, the US National Park Service began documenting the location and condition of shipwrecks in the 1960's. This activity accelerated in the 1970's as park managers became more aware of the richness and international importance of submerged resources in the National Park System. In 1980, the Submerged Cultural Resources Unit (known as SCRU) was formed and staffed by underwater archeologists and photographers to provide the expertise required by managers of national parks with submerged lands. Renamed the Submerged Resources Center in 1999 to include natural resources, the core mission of the program has remained the same: to inventory and evaluate submerged resources in the National Park System and to assist other agencies, nationally and internationally, with underwater heritage resource issues.

Ok, Now What? Musings on the Past and Future of Government Information
(Word file) (PowerPoint file)
Speaker: Charles A. Seavey, Associate Professor Distance Learning Coordinator
School of Information Science & Learning Technologies, University of Missouri-Columbia

Developing an International Marketing Plan – Using Government Agency Resources on the Web
(Word file)
Speaker: Gene Hayworth, University of Colorado, Boulder
Location: Roadrunner – Electronic Classroom

The focus of this presentation is how to develop a marketing plan for a specific product and country by using data gathered from government, association and educational websites. The presenter will explain relevant web resources on sites such as Chambers of Commerce, National and International Trade agencies, Trade Finance Organizations and Government-sponsored Market Guides. Topics will include:

  • Country Analysis - Culture and business customs
  • Competitive Market Analysis - market potential
  • Economic Analysis - General economic data, channels of distribution and media

Open Forum
(Word file)
Discussion lead by a panel of Regional Librarians from the five state region.

Contacts - Federal Depository Program

New Mexico State Library Depository Library Staff

  • Lori Thornton, Coordinator of the Federal Depository
    Main contact for questions about the Federal Depository Library Program This email address is being protected from spambots. You need JavaScript enabled to view it.  or (505) 476-9717
  • Katherine Miles, Government Documents Librarian
    Contact for questions about the Federal Depository Library Program This email address is being protected from spambots. You need JavaScript enabled to view it.  or (505) 476-9739
  • Nicodemus Montoya, Federal Documents Collection Manager
    Oversees needs and offers and the Federal collection This email address is being protected from spambots. You need JavaScript enabled to view it.   or (505) 476-9713 

Federal Publications at NMSL

The New Mexico State Library was designated as a federal depository library in 1960 and is one of three libraries sharing the New Mexico Regional Depository duties.  New Mexico State Library reference librarians provide professional guidance to New Mexico citizens and librarians in the location and use of Federal information online and in paper. Most federal publications can be borrowed directly or through your local library with an interlibrary loan request.

Finding Federal Publications 
Federal titles published after 1976 are included in the online catalog. The catalog lists titles that are available electronically as well as those in our paper collection.

Historic Federal Publications
In addition to publications published after 1960, the State Library has several historical sets from the 18th, 19th and early 20th century including:

  • Serial Set volumes and congressional surveys and reports of explorations in New Mexican Territory
  • USGS professional reports, surveys and bulletins
  • Civil War Records
  • World War I and World War II histories
  • Smithsonian Documents
  • Bureau of Ethnology Reports
  • Census Reports
  • Immigration Statistics
  • U. S. Statutes at Large

The State Library also collects documents and participates in the following programs:




Professional Resources for Federal Depository Librarians in New Mexico

New Mexico Resources and Contacts

Discussion Lists

Documents Librarianship

Current News, Conference Information



Caro, Susanne, ed. 2018. Government Information Essentials. Chicago: ALA Editions.

Hartnett, Cassandra J., Andrea Sevetson, and Eric J. Forte. 2016. Fundamentals of Government Information: Mining, Finding, Evaluating, and Using Government Resources. 2nd edition. Chicago: ALA Neal-Schuman.

Latham, Bethany. 2018. Finding and Using U.S. Government Information: A Practical Guide for Librarians. Lanham, MD: Rowman & Littlefield.

Simons, Alexandra. 2017. Sudden Selector's Guide to Government Publications. Chicago: Association for Library Collections & Technical Services.

Ennis, Lisa A. 2007. Government Documents Librarianship: A Guide for the Neo-Depository Era. Medford, NJ: Information Today.

Morehead, Joe. 1999. Introduction to United States Government Information Sources. 6th ed. Englewood, CO: Libraries Unlimited.

Herman, Edward. 1997. Locating United States Government Information: A Guide to Sources. 2nd ed. Buffalo: W.S. Hein.

Robinson, Judith Schiek. 1998. Tapping the Government Grapevine: The User Friendly Guide to U.S. Government Information Sources. 3rd ed. Phoenix: Oryx Press