Processing U.S. Depository Shipments

Summary: Processing the physical Government Documents.

Processing U.S. Depository Monograph Shipping List Records Microfiche, Paper, and CD/DVD

Retrieve shipping list in Sierra. Search with “i”
Type shipping list number. Example: 20100140 (dash not needed)
Select shipping list # with matching format: M-microfiche; p=paper; s-separates; and e-electronic
See left margin for Acquisitions abbreviations that explain why pieces were not sent with the shipping list:
NS=Not selected; S=Serial; CLAIM. All other titles on the shipping list should have a piece that matches with them. Write problem notes in the left margin.
Work through each record on the shipping list.
1. Recently received shipping list sheets and pieces are put on the NO RECORDS FOUND shelf. Search for full bib records first. A full bib record could have overlaid the shipping list records.
2. Old shipping records (3 to 4 weeks old), catalog or add to existing full bib records.

Replace the “n” in the suppression field with a "Z" (Only replace with "Z" NOT "x.")

Verify that gd is in the bib record location field.
Verify that the call number on the piece MATCHES the call number in BIB record.
CD/DVD's: Add CD-ROM or DVD to end of call #. Example: C 25.1:F 47 CD-ROM
Multi vols.: Call # should end with a SLASH. Example: D 1.3:C 5/
Verify that the bib is both an 099 and an 086 in the bib record.
1. Serial call numbers end with a slash, so remove pt. (et al) from the end of the call # replacing the enumeration with a slash.
2. Monograph call numbers can have enumeration at the end of the SuDoc call number.
More than one vol., remove numbering (pt.,vol. and no.) from the shipping list title. (Andrea, do you still do this?)

MULTI VOL. insert 866 Holdings: Scroll down to Insert "i" > enter "h" (holdings) > type 866 > tab to type text and add holdings.
Click SUMMARY.
YES, Save changes.
Select our Item record.
Insert BARCODE if paper/CD/DVD. Fiche do not get barcodes.
Insert “w” (worker Stats).
Stats CODES

catgovdmcfmstu,# FICHE: mono and serial fiche records use the same code (Insert total # of fiche) After the comma insert the Total number of fiche. See fiche header (1of 5, insert the number 5)
catgovdprntstu Mono PRINT
catgovdcpfmstu CD’s Click link to CD/DVD Processing Procedure
catgovdwebsstu Web Online

Multi VOL. ITEM record: "i" insert, "v" volume field: Type caption (pt.,v., or no.) and numbers bound within issue.
Fiche has only one item record with consolidated holdings.
Paper, barcode all piece.
Location: fiche gdnm; paper gdus; CD gdcdc
CD/DVD's Location (Digital/Media): CD/DVD's U.S:. gdcdc; Int'l. gdicd; Canada gdgcd; Mich. gdmcd (bib location only has gd NOT gd and dm).
Paper Oversized: gdbov. Oversize over 30 cm high and over 29 cm wide.
Reference: see location list.
Non-circulating:1. gdonn (stack non-circ.)
Gov. Docs. Reference(3W): gdonx (gd Ref. 3W)
CD's have a "-" dash in the status field. Fiche have a "d" status. Electronic items have a status "e."
Verify Item location code matches the appropriate format:
Item Status Field
Erratas are added as multi vols to the full bib.
Corrections have their own records and are treated as keep latest, except for the Y's. Everything is kept in the Y call numbers, so the original and correction is kept for Y call numbers.
Wait to pull the original for the keep latest part of the correction when you do the full bib processing.
Updates to the Item Record.
Put a keep latest streamer in pieces that look like they could be keep latest. Example: National Forest maps, etc.

When you finished. pull Keep Latest , both the earlier and new pieces and put on Lisa's Keep Latest Document shelf.

Erratas and Corrections:
Stamp pieces "cataloged"
Attach "Keep Latest" streamers to all pieces that have a year slashed onto the end of the call #.
Are either SERIALS or full bib records have already overlaid the shipping list record. Set these aside to look for full bib records.
Serials should not come with the shipping list records, but if you do get serials, write "S" next to the title in the left margin of the shipping list sheet .
Quit and save Changes
Write in the left margin if you are missing any pieces.
Sheet should already be initial and dated.
Pieces with no shipping list record:
Give Andrea the SERIALS (with post-it note, WRITE the SHIPPING LIST # and "GPO Serials," date and initials)Unless the Shipping List sheet is going to the waiting for records shelf.
When finished going through all the records on the shipping list sheet, move onto the next step which is to look for FULL BIB records.

Policies