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Check-in Microfiche Monographs Video Formats (Tape/DVD) Separate Packages	Maps Electronic Formats Technical Services Verification Procedures Bindery	Claims and Rain Checks Missing Shipping Lists Unrequested/Duplicate Documents Corrections and Changes Discards

Check-In

Government documents are received from the mail clerk with the date received stamped on the box. Documents are shipped in uniformly sized cartons, except for separates, maps, and microfiche, which come in individual packages.

Shipping lists are enclosed in each carton. Multiple shipments within a carton are separated from each other by a separate shipping list.

• There may also be shipping lists corresponding to separate packages not included in the regular shipments. See SEPARATE PACKAGES section of this manual for handling and check-in procedures.
• Maps are shipped in individual packages, with the shipping list enclosed. See MAPS section of this manual for handling and check-in procedures.

Check-in procedure for each carton

1. Remove each shipping list and the publications beneath it.
2. Check each item number on the shipping list against the List of Items Selected. If an item is selected, mark the item number "yes". Count and write at top of page.
3. Mark items which to to Serials ("S") or to Reference ("R")
4. After a shipping list has been checked, match each received document with its title. Read the title carefully to be sure that it is the correct document and place a mark beside the SuDoc Number.
5. Copy the SuDoc number onto the item in the appropriate place.
• Place the SuDoc classification number on the upper left corner of the documents. If the item has more than one piece, count them and mark each piece "1 of __ parts," "2 of __ parts," etc. along with the Sudoc number
• For documents to be cataloged for collections using Library of Congress classification and for periodicals, place the SuDoc number inside the front cover.
6. Circle the count if all items were received. Stamp the date received on the top of the shipping list.
• NOTE: If any item is missing from a shipment, follow the CLAIMS and RAIN CHECKS PROCEDURES portion of this manual.
• NOTE: Materials not selected by the Depository may be included in the shipment. After going through the List of Items Selected, verify that GPO says that it is not a selected item by checking the following Web Site http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html. Enter depository number 0123 to get a list of all item numbers selected by GCSU. See the Unrequested Documents section below.
7. Stamp all documents with the Depository/Date Received Stamp.
• Stamp the front of unbound documents and inside front cover of bound documents.
• For materials to be cataloged for the Library's main or reference collections, and  for periodicals, stamp inside cover.
• For any item on which the stamp would not be visible, place a white adhesive label in the appropriate place and stamp it.
8. For materials to be cataloged for the Library's main or reference collections, and periodicals, stamp inside cover. For any item on which the stamp would not be visible, place a white adhesive label in the appropriate place and stamp it.
9. Count documents to add to the Government Documents statistics. Statistics are kept separately for paper documents, maps, microfiche and electronic formats.
10. Attach a barcode to the back of each document.
11. Theft-protect each item.
12. Dispatch those with "S" or an "R" to Technical Services for processing.
13. Locate each record by mfhd number in Voyager and connect barcode to item record.
14. Supervise all shelving of documents by students.
15. File shipping list.

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Microfiche

GPO has contracted for the production of microfiche with various suppliers. Therefore, the microfiche is presently shipped and received in separate packages from these contractors. Each shipment comes with a shipping list generated by contractors in GPO format, though lists and fiche may be in separate packages.

Check-in procedure for each microfiche package.

1. Check (and mark "yes" or "no") each item number against the current Item Lister printout and items received against those which should be received, just as for paper items.
2. Date the shipping lists when processing is completed in the same way as for paper documents.
3. Most microfiche have the classification number already printed on the fiche. Check the classification number carefully to be sure that it is the correct fiche. Note any discrepancies on an attached note for Documents Associate to handle.
4. Attach a barcode to back of envelope, random locations.
5. Stamp the envelope (and shipping list when all received) with the Depository/Date Received Stamp.
6. Place microfiche on Documents Associate's desk for cataloging.
• Documents Associate will complete the procedures.
1. Locate, import and link record to barcode.
2. File shipping list.
7. File all fiche in microfiche cabinets located in the Copy Room (2nd Floor). The

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Monographs

• If the book comes with a dust jacket, remove the dust jacket and process normally, adding a spine label if thick enough to accept one. Jackets may be retained for display use if desired.

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Video Formats (Tapes or DVDs)

• If the video or DVD is part of a kit, keep it with the kit.
• Other videos should be processed into the GovDocs Media collection.

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Separate Packages

Shipment lists may be enclosed in a regular shipping carton for material not included therein. These items will arrive as a separate package. The shipping list number with have the suffix "S".

1. Check and mark shipping list.
2. Write date list received in upper left corner.
3. Check to see if package has arrived. The item number and shipping list number will be printed on the label of the separate package. If package has arrived, process in the usual manner.
4. If material has not been received within three weeks, Documents Associate should proceed with claiming.

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Maps

• U.S. Geological Survey
  • Maps arrive in separate packages with the shipping list enclosed.
  • Mark date received on shipping list.
  • Process maps using same procedure as for paper documents.
  • Count separately for statistics.
• Shipping lists for maps NOT to be received will also be sent in separate envelopes.
  • Mark list with date received.
  • File shipping list.
• U.S. Department of State
  • Check in and process as regular paper documents.
  • File small maps (8 " X 11") in binders.
  • File large maps in map cases located in the documents area. Place in drawers by SuDoc number.
  • Pull superseded items, count for statistics, stamp and discard.

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Electronic Formats

Increasingly, government documents are being published in electronic formats including CD-ROMs and Web sites.

CD-ROM titles arrive in regular shipment boxes.
1. Check in CD-ROMs using the same procedure as paper documents. Theft protect using appropriate material. Write SuDoc number and ownership statement on protector.
2. Count separately for statistics.
3. Give to Documents Associate for cataloging.
World Wide Web Sites
1. Material made available in online format only may be added to the catalogue at the Government Documents Librarian's discretion using the same import/add procedure as for tangible documents.

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Materials to be processed by Technical Services

1. Periodicals
   • Write the SuDoc number on the top of the first page.
   • Stamp or label the document with the Depository/Date Received Stamp.
   • Do not barcode or strip.
   • Count periodicals for statistics.
   • Send periodicals to Serials Associate to be checked in and shelved.
2. Books
   • Write the SuDoc number on the inside front end paper.
   • Stamp or label the document with the Depository/Date Received Stamp.
   • Do not barcode or strip.
   • Count for statistics.
   • Send item to Cataloging Assistant to be processed and shelved.
3. Library of Congress materials concerning Technical Services
   • Write the SuDoc number on the inside of the book or on flyer.
   • Stamp or label the document with the Depository/Date Received Stamp.
   • Do not barcode or strip.
   • Count for statistics.
   • Send item to Cataloging Assistant to be processed and shelved.

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Verification Procedures

• All boxes received are checked for the appropriate Depository number #0123
• Once the shipping list is verified the item numbers are then compared to a current print out of Depository selections from the Item Lister. A new list is printed every month.
• All items in boxes are checked against the shipping list
• For items received but not requested see the "Unrequested Documents" portion of this manual
• For items requested but not received see the "Claims & Rain Checks" portion of this manual

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Bindery

Items the library intends to retain long term, which are used heavily, or which have been damaged may be candidates for binding, particularly monographs and complete volumes of serials.

1. Items that are being considered for binding will be evaluated by the Documents Librarian and Documents Associate.
2. When an item is sent for binding, the item record must be changed to indicate "At bindery" as a temporary location.
3. Individual issues of bound serials must be removed and a new Item Record created for the bound volume(s).
4. When the item is returned from the bindery, the "At bindery" temporary location will be removed. The item is then returned to its original location.

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Claims & Rain Checks

Missing items are claimed within the 60 day limit for claiming.

1. Circle the item number and the classification number on the shipping list (Write "CLAIMED" and the date on a post-it and attach to edge of list before filing in binder).
   • Use Web Claim for claims against GPO produced shipping list (not for microfiche contractor or USGS map shipping lists). The direct link to Web Claim is on the FDLP web page.
   • For non-GPO items (items shipped direct from contractors) a copy of the signed shipping list is mailed directly to the supplier. The original goes through with the remaining items being processed.
2. The Serials Assistant is responsible for notifying the Documents Associate of missing issues of periodicals. The Documents Associate will check the status of the issue. If it has been claimed, the Serials clerk will note and wait for receipt. If not, the Documents Associate will send an inquiry to GPO asking for publication status and shipping list, if applicable.
3. When claim item is received, follow regular procedure for checking in material.
4. Locate the appropriate shipping list from the binder and remove the post-it. Mark claimed item on shipping list "received" and date.
5. If claimed item will not be received, file notification following shipping list in binder, mark item as "unavailable," and remove the post-it.
6. When GPO runs short of copies of a document, a Rain Check for that document may be enclosed in the shipment.
   1. Mark shipping list in regular way and write Rain Check for that document.
   2. Stamp the Rain Check with the date received stamp and file with the list.
   3. When the document becomes available, it will be included in another shipment accompanied by a Shortage Form.
   4. Check in normally and file Shortage Form with shipping list.
   5. Administrative Notes will include a section titled: Publications that cannot be procured by GPO. Pull Rain Checks for items included in this list.

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Missing Shipping Lists

• As shipping lists are checked in, watch for gaps in the numbers. If a reasonable time has passed and there are remaining gaps in the file, copies should be obtained the Documents Data Miner 2 at Wichita State University - http://govdoc.wichita.edu/ddm2/gdocframes.asp.

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Unrequested Documents

Occasionally unrequested documents are included in shipments and noted on the shipping list.

• The document will not be written on, stamped or counted.
• The documents clerk will write the item number and the classification number on a Post-It and attach it to the document.
• The document will be forwarded to the Documents Librarian.

• The Documents Librarian, after examination, will return the document to the clerk with instructions.
  • To be retained
    • The documents clerk will process as regular document.
  • Do not retain
    • Duplicates or documents not useful to the University and District communities will be placed on the "Discard and Not Requested" shelf and offered on the next offer list. See Discard portion of this manual for details.

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Corrections & Changes

GPO notifies depository libraries of corrections and changes in item numbers and classification numbers primarily using two publications:

1. Shipping lists

• Read notes on shipping lists carefully and make changes as directed.
• Make changes in all relevant files:
  • Change In-house item list
  • Change GPO item list
  • Items Selected List
  • Claims and/or Rain check Folders
  • Correct information on document
• Shipping lists are kept for at least six months for all formats.

2. Administrative Notes

• For items received by the Depository, mark in red any changes to materials listed in the following sections:
  • What Ever Happened to?
  • Update to the List of Classes
  • Classification/Cataloging Update
  • Electronic Update
• Make necessary changes in all relevant files as stated above.
• The current and previous years of Administrative Notes are kept for reference.

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Discards

Criteria for Discard

• Superseded documents (see Instructions to Depository Libraries, "Chapter 4, Maintenance")
• Documents older that five years and of no informational value.
• Documents officially withdrawn by the Government Printing Office.
• Unrequested documents that do not meet the curricular needs of the University or informational needs of the District.

Discard Procedures

All discarded items must be placed in packages clearly marked "Discard."

Superseded documents

1. Check current list of documents against the Superseded List.
2. Attach note to new document alerting the shelver to pull superseded copy.
3. Remove Item Record (and Holdings and Bib record, if appropriate) from catalog.
4. Count for statistics, stamp "discard", mark out barcode, and discard document.

Unrequested or duplicate documents

1. Enter discard lists in "Discard File" on computer
2. Run two copies of the Discard List and give to Clerk.
3. Place documents in SuDoc order on a designated shelf in the Government Documents work area.
4. Label shelf with the date of the discard list.
5. Documents Associate/Librarian will:
• Send Discard List to Regional Library
• File list in Discard Folder
6. Regional Depository will:
• Acknowledge receipt of list.
• Send list back with requests for documents
• Make list available for other selective depository libraries.
7. Documents Associate/Librarian will:
• Pull and send documents requested by Regional.
• Pull and send documents requested by other libraries.
• After the deadline date issued by Regional has passed, stamp all remaining documents discard, count for statistics, and discard.

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