Depository Processing

III. Depository Processing

Government publications must be processed and recorded in a certain way in order to ensure our compliance with Government Printing Office guidelines. For example, all depository material must be stamped with the date of the shipping list and indicated as Depository material. Also, a piece level record must be kept. That is, we must keep an exact record of all documents held in our collection. This is accomplished through the maintenance of a shelf list. This shelf list is like a card catalog except that it is arranged by class number, and is the final authority on what documents are in our collection, the format, the exact location and how long these documents are retained.

1. Direct mail
These are depository material which do not come to Watson Library in regular depository shipments, but rather, they come in the mail. These documents are our highest priority and should be processed daily if possible. These documents are in paper format only.

a. Stamp each piece with the �Depository� stamp and the current date.

b. Count all pieces and record on the daily statistics sheet.

c. Check in and route according to the instructions on the Direct Mail Instruction Sheet.

2. Paper Shipments
Paper shipments come directly from the Government Printing Office and include government documents in paper format. Each box will contain one or more complete shipments and a shipping list for each enclosed shipment. The shipping list is a packing slip listing all documents which may be included. Since we are a selective depository, we will probably not receive all items listed on any particular shipping list.

a. Open a box (make sure it is our shipment by checking for the number 233 written inside the box.)

b. Stamp each document with the depository/date stamp using the date shown on the shipping list.

c. Match each title with the corresponding entry on the shipping list. Indicate on the shipping list with a check mark that the item was received.

d. Follow the instructions on the shelf list card which matches the sudoc number of the publication

1. If there are no special instructions, the document is shelved in the documents collection. So what you do is, record the sudoc number on the document and on the shelf list card, and place the document on the �Documents processed� truck. Make sure you write on the document such special instructions as �Keep latest only� or �discard when revised.�

2. If the card says �Send to Serials�, send it to serials without the sudoc number unless the card says different.

3. If the card says �Send to Cataloging� or any other Technical Services department including Acquisitions, or cataloging; follow the instructions on the card carefully and make sure you write the sudoc number on the top left corner of the first page inside the document.

4. If the card says �SelfIndex� find the index for the title and indicate receipt of the issue in hand.

e. Security strip all paper documents which are not being sent to either serials or techprocesses. More about this later.

f. Check item numbers on shipping list for publications not received against the List of Item Selections. If it turns out we didn�t receive something we should have, circle the offending item and give the shipping list to the Documents Librarian. More about this later, too.

g. If there are special messages on the shipping list, for example announcement of a new item number, circle the message on the shipping list and give to the documents librarian right away. This is especially important for the maintenance of our item record file. I�ll explain more about this later on.

h. Record statistics on Daily Statistics Sheet.

i. Record and file shipping lists.

j. Shelve and route publications

3. Microfiche Shipments
Microfiche shipments are received in much the same way as paper shipments and are similarly processed. Fiche shipments come directly from the companies contracted to produce them and may include more than one actual shipment. Follow the instructions for processing paper documents with the exception of the part about security stripping since for obvious reasons you can�t strip a piece of microfiche. It is quite possible for there to be shipping lists for which no fiche are received. That�s OK. Just put them aside and file them later. And, please, for the love of God, stamp the envelope the fiche comes in, not the fiche itself, with the Depository/Date stamp. Make sure you record all statistics on the daily statistics sheet.

4. Electronic/Audio Visual Material
in addition to paper and microfiche formats, we also receive many documents on CD-ROM�s, floppy discs and video tape. Usually Electronic/AV shipments are sent from GPO in the same box as a paper shipment. These are again processed similarly to paper shipments. Exceptions being labeling and security stripping. Labels are applied to the exterior packaging of the document - in the case of CD�s the jewel case, for floppies or videos, an obvious solution will present itself. If it doesn�t, ask the documents librarian. There is also an example located in the documents processing area. Labels are also applied to the piece itself - on a nonfunctioning surface, please. After these materials are processed, put them with their shipping list and any accompanying documentation on the book truck in the documents librarian�s office. Again, make sure you record all statistics on the daily statistics sheet.

5. Separate Shipments
These shipments are comprised mostly of paper documents and are generally mailed to depository libraries directly from contractors. Separate shipments contain one or more boxes or envelopes each of which contain one or more documents. On the mailing label you will find the shipping list number as well as our depository library number. The shipping lists come with regular paper shipments and should be placed with the boxes and envelopes on the specified book truck. Documents are processed and statistics counted as usual.

6. Maps
Maps are received and processed in much the same way as other depository material in that they are stamped and labeled in the same way. When counting statistics, they are included in the count for paper documents. Make sure you check the shelf list card carefully for any special instructions. Some maps series which present unique check in problems include:

a. CIA Maps and Atlases (PREX 3.10/4) - These maps are distributed through the depository system and arrive with paper shipments. The library has a large collection of these maps which are filed in the filing cabinet in the reference room. Only current editions of these maps are retained. When a new CIA map is received, enter the holdings (in pencil on the appropriate card in the CIA MAP INDEX located on top of the map case. If the map is to be cataloged eparately, highlight the entry in green. If the map is too big to file in the filing cabinet, file it in drawer 2 of the map case and highlight the entry in orange. If there is no card for a CIA map, make one. File the map in the appropriate folder and remove superseded editions as necessary.

b . U.S. Geological Survey - The USGS distributes its maps directly to libraries along with a special shipping list. These shipping lists contain only items numbers so you should check item numbers on the shipping list against the list of item selections to see whether or not we should receive a particular map. If you find that we should have received a map, find the item number in the List of Classes to find the sudoc number. Check in as instructed by the shelf list card for that sudoc number. If you find we have not received a USGS map we should have, give the shipping list to the documents librarian right away.

c. Louisiana 7.5� Topographic Series (I 19.81:) - Watson library holds a large collection of these maps. Latest editions are filed alphabetically by quadrangle name in map cases located in the reference room. Superseded editions are retained in the Research Center. When a new map arrives, annotate the INDEX (I 19.41/6-3) which is located on top of the map cases. Enter in pencil the latest revised date of the map by changing the date if you are replacing a map. For maps too new to be found in the index, write in the quadrangle name and date on the index. File the map and remove any superseded editions. Take the superseded maps to the Research Center. The few Louisiana 15� maps are filed in a single folder at the end of the 7.5� collection. They are processed and counted in the same way.

d. National Geographic Maps - These maps are removed from the magazines and housed in the map file cabinet in drawer 3. Latest editions are filed alphabetically by country or region. Superseded editions are discarded. When a new map arrives, enter the holdings on the National Geographic maps index which is located in the drawer with the maps), file the map in the appropriate folder removing superseded editions as necessary.

6. Posters
Watson Library collects posters from several different government agencies. When a new poster is received (most likely as part of a paper or separate shipment), find the card with the correct sudoc number stem in the map case index located on top of the map display table next tot he file cabinet. If there isn�t already a card, make one. Add the number and title of the poster to the card. For a good example, see the cards for A13.104:. Also add the map case number and drawer number on the bottom right corner of the card. When a non-depository poster is obtained, follow the above instructions expect there will be no sudoc number. See the card for American Library Association posters for a good example of this. Keep in mind that even though they are maps, the National Park Series and the Louisiana State Map Series are shelf listed according to the procedures for posters.

Please remember that maps and posters are counted as paper on the statistics form for both �Items In� and �items Out�.

Shipping lists are filed and retained for 2 years.

The item card file referred to earlier is a file we use to keep track of all item numbers offered by GPO. GPO uses item numbers to group publications and class numbers for selection by depository libraries. What that means is that selectives like us choose which documents we receive not on the basis of class number or title, but rather by item number. This file is located in the documents processing area and contains two parts. The first part is comprised of cards representing item numbers selected by Watson Library. The second part of the file represents the item numbers not selected by Watson Library. Each card shows the item number and the class numbers associated with that item.

Please, if you have any questions about this process, ASK!!!!! It is extremely important that all incoming documents be processed correctly in order to make them accessible to our patrons and for us to remain in compliance with GPO�s regulations. If you have any doubt or confusion about what to do with a particular document or if you just plain don�t understand the procedure, talk to the documents librarian right away. I don�t bite. Much. I promise.

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