Cataloging Record Distribution Program

Details

Last Updated: January 08 2019

Published: October 24 2012

The Cataloging Records Distribution Program (CRDP) provides GPO produced catalog records to participating Federal depository libraries at no cost to the libraries.

The U.S. Government Publishing Office (GPO) started the CRDP on October 1, 2009 and has expanded the program each year. Currently, it serves up to 180 Federal depository libraries.

GPO contracts with MARCIVE, Inc. for bibliographic related services for CRDP participants.  MARCIVE personnel work with each participating library to develop a CRDP bibliographic records profile, and they provide monthly sets of GPO produced bibliographic records for each library, based on their individually customized profiles.

Libraries add the records to their own library catalogs, enhancing public access and awareness of U.S. Government publications. Libraries do not pay to participate; however, they must follow minimum participation requirements in order to remain in the program.

Benefits of the CRDP

The advantages to participation are many, including:

• The service is available at no cost to participating Federal depository libraries.
• Quality bibliographic records are provided monthly.
• Participating libraries profiled to get current bibliographic records can make changes anytime to their FDLP item number selection profiles and will automatically get bibliographic records the next month based on the updated item number selection profiles.
• Libraries may configure the bibliographic record files received.
• The monthly process for acquiring the records sets is easy.
• Receiving bibliographic records reduces library staff cataloging time.
• Participants have consistently praised CRDP customer service.
• Library staff may request a referral to a CRDP Buddy, a knowledgeable librarian at another CRDP participating library who has offered to help consult about the CRDP.

How to Join the CRDP

Participation in the CRDP is “first come, first served".

Contact GPO’s Office of Outreach and Support if you are interested in learning about any program vacancies. Ask for Kathy Bayer or Lara Flint.

• Phone: 202-512-1119 (shared phone line)
• Electronic:Email Outreach and Support Form

The CRDP has proven to be so successful that GPO typically has a waiting list for participation. Libraries on past waiting lists have joined the CRDP at the beginning of the next fiscal year. If a program vacancy arises during the fiscal year, the next library on the waiting list is able to join the program at that time.

If your depository library is interested in joining, you are encouraged to:

• Review the CRDP minimum participation requirements to make sure your library will be able to fulfill the requirements.
• Review the CRDP Profile Guide, which provides instructions that libraries joining the CRDP follow to notify MARCIVE how they would like their records sets customized.
• Review and update the depository’s FDLP item number selection profile, as appropriate.

Participation Requirements

Since GPO pays for participating libraries to receive bibliographic records through the CRDP, these libraries are required to:

• Maintain CRDP point(s) of contact with both GPO and MARCIVE, Inc. A library must always have a current point of contact for this program. Notify both GPO and MARCIVE of any changes in the point of contact.
• Retrieve, review, and load the records on a timely basis, which is preferably within two weeks but at least before the next set of records is available the following month.
  • Retrieve catalog records each month. Records are typically made available at the end of the second week of the month.
    • Failure to see the email notification from MARCIVE about availability of records or to be contacted by GPO about record pick-up does not excuse a library from picking up records. If you haven’t seen a notification by the middle of the month, you should get in touch with MARCIVE to inquire about records availability.
    • If you miss picking up records during the two-week window, you may contact MARCIVE to request reposting. This may be done only once per fiscal year and must be done by the end of the month that the records were made available.
  • Load the records, based on local protocols, into the ILS/OPAC and test the results.
• Profile to receive at least ten records each month, on average.
• Complete an annual GPO survey about the CRDP.
• Have an integrated library system which supports Resource Description and Access (RDA) bibliographic records.
• (For new participants,) complete the initial CRDP profile and testing within two weeks after joining the CRDP.

If your library is uncertain about meeting the participation requirements, please note that GPO catalog records are available through other sources.

To get a sense of how many bibliographic records your library may get each month based on your current FDLP item number selection profile, you may search the section entitled “Catalog”, filtered by your depository library number, in Documents Data Miner 2.

CRDP Profile

Participating libraries create a CRDP Profile to describe the types of records they wish to receive and how they will be organized in order to meet the specifications of the local library system.

See the Profile Guide, which has instructions for a new library joining the CRDP, for more information about the CRDP Profile.

Each library participant may select one of the following options:

• All newly created cataloging records
• All new records, plus changed or updated bibliographic records
• One of the above options, plus Historic Shelflist records
• Historic Shelflist records

Record Customization

Record sets may be customized in the CRDP. Libraries may choose from among the following CRDP custom options:

• Organization of records sets. They may be in one file or they can be separated by format, such as serials or online only (EL).
• Output limited by format, such as online only (EL)
• Creation of item record holding fields
• Creation of up to four holding codes
• Placement of OCLC numbers, SuDocs class numbers, and designated MARC fields according to local practice
• Record sets in MARC-8 or UTF-8
• Sending records to OCLC for the purpose of setting holdings
• Acquiring Historic Shelf List cataloging records (brief records), with either:
  • All records
  • All records by agency (e.g., All A’s = All records from the Department of Agriculture or all Y’s = All Congressional Documents). No further breakdown is offered by SuDocs stem. Multiple agencies may be selected.

Note that MARCIVE adds the following note in a 500 field, as applicable, to CRDP records: “CRDP Project record” or “CRDP Project Historic Shelflist record.”

Record Distribution

Records are distributed in batches once a month from MARCIVE, typically at the end of the second week of the month. The records sets are for publications cataloged by GPO during the previous month. Libraries are notified by MARCIVE each month by email when their records are available to pick up via FTP or HTTP.

MARCIVE will announce record availability, quantity of records, and location where the records may be retrieved through email notification to the CRDP point(s) of contact. Once notified, libraries have two weeks to retrieve records.

Libraries choosing to leave the CRDP may retain the bibliographic records received through the program.

Excluded Services

The following services are not available through the CRDP:

• GPO acquisition records (brief bibs)
• MARCIVE Shipping List Service (SLS) records
• Barcodes/smart barcodes
• Superintendent of Documents (SuDocs) number labels
• Access to MARCIVEWeb Docs (database offered by MARCIVE)
• Authority control services
• Custom reporting
• MARC records profiled by criteria not in the CRDP
• Record loads tailored for a consortial catalog
• Retrospective cataloging

Guidance, Questions, and Technical Assistance

Participating Libraries in FY2019

Additional Information

• Cataloging Record Distribution Program Workflows webinar, September 7, 2017
• "Western Kentucky University and the CRDP”  FDLP Connection, Volume 6, Issue 4
• 2015 Federal Depository Library Conference program, co-presented by GPO and MARCIVE, Inc.
  • Recording (starts at 39:00)
  • Slide presentation
• “Downey City Library: Community Centered Cataloging with GPO’s Records”, FDLP Connection, volume 1, issue 2.