The Library of Congress

Additional Guidelines Regarding the

Duplicate Materials Exchange Program

Armenia

The attached flyer describes how the program works in general. To further clarify, please note the following:

• Before the Library can establish an institution as an exchange partner, it must have a communication from the person who will be in charge of the exchange, giving us the following information:
  

1. Name and address of the institution
2. Name and title of the person who will be our contact, including e-mail address
3. An idea of the number and types of materials the institution is able to exchange, or lists of titles available on exchange.
4. The institution’s subject interest from the subjects listed in the attachment

This information is needed so we can establish the initial quota for the institution (based on what the institution has to offer) and add their name and address to our distribution database

The above communications should be sent to Ms. Lola Pickering, our Acquisitions Specialist for Armenia and Georgia, at lpic@loc.gov, or by fax to 1-202-707-4445. The mailing address for Ms. Pickering is:

The Library of Congress
African & Middle Eastern Acquisitions Section (AMEAS)
101 Independence Ave., S.E.
Washington, D.C. 20540-4151
Attention: Ms. Lola Pickering

• Once the exchange is established in our automated database and a quota is assigned to the new partner, institutions will begin receiving our lists, mailed on a quarterly basis.
  
• · Once they receive exchange lists from us, they must reply before the expiration date of the list by filling out the reply form that accompanies each list and returning it to the address on the list. (The automated exchange program is managed centrally by another acquisitions division of the Library, hence the different address). Some of the Central Asian institutions currently on our exchange program have failed to reply to our duplicate lists in the past and, therefore, have not received anything from the Library of Congress. The best way to reply to the lists is by e-mail or fax. When replying by e-mail or fax, please cite the numbers of the items you wish to receive and the corresponding exchange list name and expiration date. If you are making selections from more than one subject list, you must repeat the above for each list.
  
• The Library has interest in establishing exchanges with all types of institutions provided they have an active publishing program. For example:

1. Research institutions in the social sciences or the humanities, whether governmental, academic or private by nature. We would like to receive their scholarly research publications, including books, monographic series, journals, and reports of activities, as well as conference announcements/schedules and papers presented at meetings sponsored by the institutions.

2. Non-governmental organizations (NGOs), particularly those with the most influence nation-wide, the largest publishing programs, or in areas of primary interest such as human rights advocacy, population and health issues, institutional building, environment, etc. We would like to receive anything they publish, including books, serials, pamphlets, reports, statistics, conference schedules/announcements and conference papers presented at meetings sponsored by these institutions.

3. The most important national political organizations, including political parties, both in power and in the opposition. We would like to receive their platforms, manifestos, posters, and any regular newsletter or serial they may publish, as well as audio and videocassettes. We are particularly interested in receiving national election campaign materials representative of the major parties and/or contenders.

4. All international organizations represented in your country. We want only publications locally issued, including newsletters, reports, surveys and feasibility studies, statistics, etc. Do not send reports issued (printed) in countries other than your own, but please send us information about these, if readily available.

5. Cultural, ethnic and religious organizations including those of the majority and minority religious denominations. We are interested in religious edicts or laws, translations of the Bible or the Koran into regional languages, histories of local religious communities, directories, etc. and anything published for the benefit of the members of the ethnic or religious groups, including religious sermons recorded in audio cassettes.

6. Government offices (executive, legislative and judicial offices alike) that publish documents which are high priorities for the Library of Congress, such as vital and economic statistics, official gazette, law reports, legislative debates, decisions and rulings of tribunals, activity reports, planning documents, budget documents, legal codes, government regulations, constitutions, maps, etc. We are not interested in government publications below the state level.

7. Major media organizations, including radio, television and the press, and the government or professional organs that regulate the media. We want samples only of any newly issued newspaper, news magazine or other organ of general information. [Usually, the Library acquires commercial media organs by purchase and not exchange]

---

Regarding formats, the Library of Congress is interested in all print and non-print formats including the newer digital technologies.

Examples:

Books
Serial publications
Pamphlets
Maps
Posters
Sheet music
Musical recordings, particularly CDs
CD-ROMs
DVDs
Digital data sets, including GIS

---

Prepared by: Lygia Maria Ballantyne
Field Director-in-Residence
African/Asian Acquisitions and Overseas Operations Division
The Library of Congress
101 Independence Ave., S.E.
Washington, D.C. 20540-4150
E-mail: lbal@loc.gov
Fax: 1-202-707-4445