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IV. Claims Procedures
As promised, here is a little more about what happens when we don’t receive an item we should have. This procedure counts for any format. Once you have ascertained that an item was not received that should have been, circle the item on the shipping list and give it to the documents librarian right away. If s/he isn’t around, put it on his/her desk in a prominent place.
After you have been here awhile, you may be asked to do the claiming yourself. Here’s what you do. First, after you have circled the missing item, write “Claimed” and the current date to the side. Then fill out the bottom of the form. Where it says “Librarian authorized to make claim” print the name of the documents librarian and add your initials below it. Fill out the rest of the slip and make sure you include our full address and depository library number. Don’t remember what it is? Go back to the Overview and check...I’ll wait here.
OK, after you have filled out the form, make a photocopy of the entire shipping list and mail it to the address on the shipping list (either GPO or a contractor). Make sure the copy is dark enough so as not to cause confusion as to which document is being claimed.
Update the Claims log to reflect the fact that you are making a claim. Make sure you include the shipping list number, the item number and the date you are making the claim. File the shipping list in the folder with the claims log. It will be removed and the claims log updated in the event the claim is filled.
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