RE: Libraries as Repositories - more thought

[Karen Stromberg <Karen.Stromberg@state.ma.us>]

Local libraries are under big time funding crunches.  They will always agree to take the information when we ask (MA DEP), but they complain they don't have the space.  Then the public complains they're not well maintained, stuff is missing, the librarians don't what they're even talking about, it's expensive to make copies, and they can't check the reports out.

In order to deal with some of this we have tried several things in our public involvement program (Waste Site Cleanup).  We require the information repository to be a complete copy of the DEP file available in the community, so they are often very large files.  Every time we send anything out we cc the repository and the PRPs do the same.  We have asked the PRP to provide file cabinets (take up less floor space then bookcases)to the library, and to maintain them.  They need to have a bibliography of each drawer's contents which is updated whenever anything is added (usually not correspondence, but reports).  We make the initial contact to the librarian and explain everything.
Librarians are usually very helpful, but also stressed.  Given the fact they're doing us and the public a favor by taking on all the information, I don't feel right telling them how to manage it (whether it can be checked out, where it's housed, etc.).  It government is going to require them to take it, then it's only fair they provide the resources required for the job.
In our program we make the PRP take the responsibility for establishing and maintaing the repository.

In some communities we have multiple repositories, if warranted.  They could be at a main library and a branch.
There is also a complete file at the DEP regional office which isn't too far away, and often at a local town office.  We always cc the local Board of Health (and any other involved local official - Conservation Commission, etc.), and they often requests copies of the documents from the PRP.  Most of them agree to be additional (not usually primary) repositories since they're public offices and have the files anyway.  They are listed in the Public Involvement Plans as Repositories and require appointments.  We have also allowed them to be located at a particular person's home (usually the key involved party), as long as they allow people to come in and look at the documents, and have their name, address and phone number in the PI Plan.  This arrangement allows the most interested parties to have access, and copying can be done more cheaply.  We also have had PRP's company offices (or their environmental consultant, whichever is closer to the affected community) be repositories when the public doesn't mind going there.  

The problem we've never addressed, is what happens to the library copy when the site is all cleaned up?  If the community agrees, then I think it can be disbanded and DEP (and any local office involved) can the the location since we have the files anyway.  In our waste site cleanup program, the regional DEP office will always have a copy of the EPA file available anyway, because it's a site in our region and we maintain our file.