Materials Selection Policy - San Antonio Government Documents

Collection Area

San Antonio Area Government Documents, also known as Local Documents.

Objective

The priorities for the collection of San Antonio Area government documents are to support the instructional needs of students as well as the teaching and research needs of the faculty. Additionally, the collection will provide for the identifiable needs of community users in this geographic area.

Definition

The San Antonio Area Government Documents Collection consists of government information published by San Antonio Area city and county governments. Additionally, information created by non-governmental organizations or entities but dealing with city or county affairs is a component of this collection area.

History

The San Antonio Area Government Documents Collection consists of government information published by San Antonio Area city and county governments. Additionally, information created by non-governmental organizations or entities but dealing with city or county affairs is a component of this collection area.

Responsibility for Selection

The Library's Government Documents Bibliographer has primary responsibility for selection of materials for the San Antonio Area Government Documents collection. Because of the broad format represented by government documents, which in and of themselves do not support one particular degree program or discipline, there is no appointed faculty liaison to assist with collection development in this subject area. Instead, the Government Documents Bibliographer may work with a number of staff, faculty, or patrons in order to develop the collection.

The Head of Collections & Curriculum Support, the Assistant Dean for Collections, and the Dean of Libraries of UTSA oversee the work of the Government Documents Bibliographer.

Final selection of materials is the responsibility of the Bibliographer and the Head of Collections & Curriculum Support, with guidance and/or permission sought from the Assistant Dean and the Dean, as needed or required.

Budget

Budgets for materials selection are determined annually. Generally, San Antonio Area Government Documents are freely available in print, electronically, or in some other format. Some costs may be incurred for delivery, printing, or rebinding. Documents that must be purchased are paid for with funds for the purchase of the general Government Documents collections, which includes funding to purchase Texas government- and U.S. government-produced materials.

Special request funding--for expanded selection of retrospective or current materials or for special items and collections--are honored throughout the fiscal year. Thus, it is possible for Bibliographers to request additional funding at any time in order to fill gaps in the collections, to take advantage of special offers or newly available resources, and/or to meet the collection needs of new degree initiatives, courses, or faculty interest.

Collecting Level

Based on the analysis of collecting levels found in the WLN Collection Assessment Manual*, the Library's current level of collecting intensity for San Antonio Area Government Documents is as follows:

3b: Intermediate Study or Instructional Support Level: The intermediate subdivision of a level 3 collection provides resources adequate for imparting and maintaining knowledge about the basic or primary topics of a subject area.

The collection goal for the local documents collection is as follows:

4: Research Level: A collection that includes the major published source materials required for dissertation and independent research, including materials containing research reporting, new findings, scientific experimental results, and other information useful to researchers. . . . A collection at this level supports doctoral and other original research.

Geographic Focus

The principal geographic foci for this collection area will be the city of San Antonio and Bexar County. Materials from government entities within the Alamo Area Council of Governments (AACOG) will also be considered for acquisition to the collection. However, collecting materials from these entities will not be given the same weight as those materials published by San Antonio and Bexar County entities. The counties that comprise the Alamo Area Council of Governments are Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina and Wilson.

Languages of Materials Collected

The library will predominantly focus on collecting English language materials, but will consider the addition of Spanish language or other language materials when available and relevant to this collection area.

Types of Materials Collected

Annual reports, budgets, plans, and newsletters created by city and county governments will be collected on an ongoing basis. Various documents, such as dam inspection reports, that are not published on a continual basis will be collected as time and staffing permit. Additionally, documents created by non-governmental sources but dealing with county or city affairs may be acquired to support the collection.

Ephemeral materials, such as meeting agendas and public relations fliers, will not be collected at this time. Should staffing and storage space increase in the Library, this decision may be revisited.

Format of Materials Collected

All formats of materials will be collected including print, electronic, and audio-visual. Electronic materials that have lasting value to the library's collecting goals will be printed on archival quality paper and added to the collection in order to assure access to them in the future. Additionally, links to electronic materials may be cataloged in the Library's online public access catalog or listed in Library pathfinders on local government information.

Number of Copies and Location

Whenever possible, two copies of all materials will be obtained. Copy 1 will be sent to Greenwood Press** to be added to the electronic Index to Current Urban Documents/Urban Documents Collection, to which the Library subscribes. When that copy is returned, the item will be cataloged and housed in Special Collections. Copy 2 will be cataloged and sent to the Downtown Campus Library where it will be available for room use only.

Only one copy of newsletters and other materials of a more ephemeral nature may be added to the Library's local government documents collection. These materials will automatically be added to Special Collections upon receipt. No copy for the Downtown Campus Library will be required.

Subjects Selected

According to the collection definition, the San Antonio Area Government Documents Collection consists of government information published by San Antonio Area city and county governments. Additionally, information created by non-governmental organizations or entities but dealing with city or county affairs is a component of this collection area.

Thus, publications from the all local government and non-government agencies will be acquired on a regular basis as they are produced. No subject area will be excluded from selection; the local government aspect of the information will determine its selection, rather than subject.

At this time, publications from the following local government and non-government agencies will be acquired whenever possible. However, this list should not exclude newer, smaller, or unknown agencies not detailed below. Since local documents often come into and out of existence with some frequency, this list will be updated as necessary.

Alamodome  
Aviation Department (City of San Antonio)
  • San Antonio International Airport Master Plan (issued every 10 yrs)
  • Stinson Municipal Airport Master Plan (every 10 yrs)
  • Terminal Concession Policy (every 5 yrs)
City Clerk (City of San Antonio)
  • City Code with supplements (annual supplements)
  • City Charter
  • Records Management Manual
City Public Service
  • Annual Report
  • Environment Report
City Water Board
  • Annual Report
  • Water Statistics
Code Compliance Department
(City of San Antonio)
 
Convention Facilities
(City of San Antonio)
 
Convention & Visitor's Bureau
(City of San Antonio)
  • Month in Review
  • Monthly Calendar
County Clerk
(Bexar County)
 
Development Services Department
(City of San Antonio)
  • Annual Report
Economic Development Department
(City of San Antonio)
  • Downtown San Antonio: A Strategic Plan
  • Strategic Initiatives for Economic Development
Edwards Aquifer Authority
  • Annual Report
Finance Department
(City of San Antonio)
  • Comprehensive Annual Financial Report
  • Condensed Annual Financial Report
  • Annual Financial Report of the City
  • Effective Tax Rate Computations
  • Tax Rate Ordinance
  • Current Tax Roll
Fire Department
(City of San Antonio)
  • Annual Report
Housing Authority
(City of San Antonio)
  • Annual Report
Housing and Community Development, Department of
(City of San Antonio)
(also known as Neighborhood Initiatives)
  • Adopted Community Development Block Grant Budget
  • Consolidated Annual Plan Adopted Budget
Human Services
  • Children at Risk
Independent School Districts
(all Bexar County ISDs)
  • Annual Reports
Library
(City of San Antonio)
  • Annual Reports
Management and Budget, Office of
(City of San Antonio)
(also known as Budget and Research)
  • Annual Budget
  • Annual Budget Manual and Forecast
  • Long Range Financial Forecast Five Year Forecast
  • Adopted Community Development Block Grant, Budget
  • Adopted Capital Budget
Metropolitan Health District
(City of San Antonio)
  • Vital Statistics Report
Metropolitan Planning Organization
  • Transportation Improvement Program
  • Metropolitan Transportation Plan
  • Unified Planning Work Program
  • San Antonio Bexar County Freight Movement Study Long Range Plan Final Report
  • San Antonio Bexar County High Occupancy Vehicle Study Long Range Plan
Parks and Recreation, Department of
(City of San Antonio)
  • Parks and Recreation Advisory Board Manual
  • River Walk Advisory Commission Manual
  • Parks Master Plan
  • Parks and Recreation Capital Improvement Plan
  • Parks and Recreation Facility Inventory
Partnership for Hope
  • Reports and newsletters
Planning Department
(City of San Antonio)
 
Police Department
(City of San Antonio)
  • Annual Report
Public Information Office
  • City Telephone Book
  • Newspaper Release Packet (daily)
SAWS (San Antonio Water System)
  • Water Resource Action Plan
SBC Center  
Solid Waste Environmental Management
  • Annual Report
  • Automation Study
VIA
  • Annual Report

Collection Evaluation

All materials housed at the Downtown Campus Library will be held for a period of five years. After this time, most materials will be withdrawn, unless there is a clear need to keep them. The Government Documents Bibliographer in conjunction with the Collections & Curriculum Support Coordinator will determine items to be weeded from this location.

At the John Peace Library, all materials will be permanently added to the local documents collection in Special Collections, unless the material is deemed no longer useful to the collection and/or when an updated version of a document is obtained that renders the previous edition obsolete and of little to no historical value. The Government Documents Bibliographer in conjunction with the Head of Special Collections and the Collections & Curriculum Support Coordinator will determine items to be weeded from this location.

Cataloging Procedures and Call Numbers

K-Level Cataloging should be considered when documents need original cataloging. Both original and copy cataloged items will need an added 043 field. Local documents will be organized by issuing agency and be placed into the call number JS500, a number that is unused in the JS schedule. The basic breakdown is as follows:

Class Number Material
JS 500 San Antonio agencies (i.e. official city agencies)
JS 500.1 Bexar County agencies
JS 500.2 Quasi-governmental agencies
JS 500.3 Non-profit, non-governmental agencies
JS 500.4 Education agencies
JS 500.5 Multi-agency committees, taskforces, etc.
JS 500.6 Other

More complete details can be found in the UTSA Library document, Local Government Documents: Cataloging Policies and Procedures.

* WLN Collection Assessment Manual, pp. 32-3; reproduced in "Appendix 1: Collection Codes (WLN): Current Collection, Acquisition Commitment, Collection Goal," Guide for Written Collections & Assessment Policy Statements, 2d ed. (Chicago and London: American Library Association, 1996): 13-4.

** Previously Greenwood would provide a microfiche copy of the document. They no longer provide this service.