(1) Depository libraries shall keep all state documents received from the state publications library distribution center of the Montana state library for a minimum of two years.

(2) Publications that depository libraries do not wish to keep may be discarded only by the following procedure:

(a) Make a list annually of all documents that are to be discarded.

(i) The center will accept the list only once during the year.

(ii) Submit such lists to the state publications library distribution center.

(iii) The center will select publications for the needs of the Montana state library.

(iv) The lists will then be reproduced by the center and circulated to other depository libraries and other interested libraries in Montana wanting to acquire a copy or wanting additional or replacement copies.

(3) The above outlined procedure will begin January 1, 1978.

(a) Depository libraries will submit their list annually no later than January 15th.

(b) Documents may be discarded after March 31 if they have not been requested by a library.

(c) Discarded documents should not be mailed to the Montana state library unless depository libraries are requested to do so.

(d) State publications received by a depository library, other than as part of the depository program, need not be listed on the list of state documents to be discarded.

(e) Documents to be discarded may be stored; however, they must be stored in such manner as to be retrievable and accessible.

(4) The documents librarian or other state library personnel will make an inspection of each depository library once yearly; depository status of each library will be reviewed at that time.

(5) For the purpose of preparing to implement the procedures of handling the list, it is recommended that each depository library stamp each state document with date of receipt.

(6) Depository libraries shall open depository shipments upon receipt so as to become aware of contents of such shipments, even though they cannot be processed immediately.

(7) Depository libraries desiring publications listed on the "weekly shipping list", and insufficient copies were received by the center to make full distribution, may notify the center of their needs; every effort will be made to obtain a copy for the requesting library.

(a) The depository library is not to contact the issuing agency directly.