Special cataloging/processing situations:

Government documents

PROCESSING DEPOSITORY DOCUMENTS IN NOAA CENTRAL LIBRARY

1. RECEIPT

A. Separate depository items from all other materials upon receipt. Most items will arrive in boxes from GPO with shipping list number on the box and shipping list inside. Some periodical items that appear daily or weekly will arrive directly from the publisher (e.g. Federal Register)

B. Keep all items in their respective boxes or envelopes along with shipping list, if present. This will help organize the check-in process.

C. Deliver all items to workstation 2131 for check-in and further processing.

2. CHECK-IN

A.  Stamp the shipping list with the date received.

B.  Check items in shipment against items on shipping lists.

1. Place a check-mark next to the titles received.
2. Write SuDocs number in pencil on title page of document except for journals. If there is no title page such as with maps, write the SuDocs number in upper left hand corner.
3. Check the shipping lists against the item profile of our depository to identify non-selections.
4. Circle the item number of those selected but not received items. The Library will claim these items from GPO. To claim go to the Web Claim page from FDLP Desktop (http://www.access.gpo.gov/su_docs/fdlp/tools/webclaim.html) and fill out the form following the instructions on the page. Print out the submitted claim and file it in the “Claims” binder.
5. Mark the items that are withdrawn with “W” on the shipping list.
6. Stamp the received items with the depository date/property stamp.
7. Make appropriate changes in the Marcive file. See the next section on editing Marcive.
8. File shipping lists for paper, electronic and separates in the “Shipping lists” binder by shipping list number; microfiche shipping lists go to “Microfiche shipping lists” binder.
9. Retain shipping lists for the current year only.

3. MARCIVE SHIPPING LIST SERVICE

The library receives shipping lists in an excel file customized to our depository profile every Monday from Marcive Inc. The notification is sent by e-mail with the link to the FTP site and instructions for downloading the lists.
Check in the received shipping lists in Marcive (Marcive_Real_2005.xls in \\Oyster\Library)

• Change Receipt status from “Not received” to “Received” for the received items and to “Withdrawn” for withdrawn items.
• Change item location appropriately: “Vertical File”, “Microforms”, “Maps”, “Legal”, “Periodicals” or “LC Stacks”.
• Add the actual receipt date in the last column.
• I found it helpful to use color code for items that were claimed to easily find them later to check the status.

4. SELECTION

A. Review the received items with a librarian for subject relevance to the NOAA Library Collection. All relevant publications except for microfiche and vertical file items are cataloged. Pamphlets are to be filed in the vertical file, journals go to the serials check-in area, microfiche are filed by SuDocs number in the microfiche section, maps go to the maps section and loose-leaf material is filed in its appropriate location.

B. For items not selected for retention there are two options for action:

1. Write “W” for withdrawn on the cover with pencil. Do not stamp. File them in an alphabetical order on a book cart so that it is easier to find a specific publication later. Make a list of withdrawn items and offer them to other libraries via Needs&Offers list on FDLP Desktop or GOV-DOC-L list. Mail the requested items by USPS Library Rate. If undesired, discard and recycle. As a federal library we are not required to offer withdrawn items to other libraries. However, it is nice to find home for the publications that otherwise get recycled.
2. If the first option is not feasible because of time constraints stamp the items with “withdrawn” stamp and recycle.

1. Write "deselect" in pencil on the shipping list.
2. Go to Amendment to Item Selections page (http://www.access.gpo.gov/su_docs/fdlp/tools/amendment.html) and drop the deselected item numbers. Dropping items are in effect within a week and the library will no longer receive items.

5. CATALOGING

A. Search SIRSI for bibliographic record. It is helpful to see how previous editions, versions are cataloged and where the items are physically located.

1. Check-in or add previously cataloged serials, journals and multi-volume monographs to SIRSI. Examples of such items are U.S. Code and Supplements, The Constitution of the United States, Budget publications, Economic Report of the President, etc.
2. Search OCLC for matching bibliographic records for new items. If OCLC record shows that item is held in OLA, then it is already in our collection and need not be cataloged again.
3. Otherwise, complete cataloging worksheet, refer to MARC fields to delete from locally adopted records before deleting any fields, and add the 949 field with call number, barcode, and copy information.
4. Print record, save and attach to cataloging worksheet.

B. If no OCLC record is found within 1-2 months, then create an original bibliographic record.

C. All NOAA publications should be added to LC stacks. However, there is a set of documents that are currently in the GovDocs.
 

6. PROCESSING SEPARATES

Some oversized or hefty publications as well as flat maps are received in a number of separate packages sometimes over the course of several weeks. The shipping lists for them usually come later in regular shipments from GPO. Do not process the separates before you receive the paper shipping list. Once you get the shipping list process those in the same way the other types of publications are processed. See the ProcessingMaps.doc file for instructions on handling maps.

7. STORAGE

A. Shelve cataloged PAPER items by SUDocs number on Government Documents shelves.

B. CD ROM items are also shelved by SuDocs number on Government Documents shelves.

C. File MICROFICHE items in microfiche cabinets by SuDocs number.

D. File pamphlets in vertical files by federal agencies.

E. All MAP items are shelved according to map series and SuDocs number in the map drawers and shelf files.

F. All PERIODICALS are shelved chronologically by title in the periodicals collection.
 
 
 

Articulated: Aug. 18, 1999 Revised: Aug. 11, 2008