Comprehensive U.S. Congressional Serial Set Processing Guidelines

 

 

A.  Processing from the SLS TMP records



  1. Serial Set pre-prints are received through the Depository program and initially processed according to established procedures by the GovDoc assistant. At this time S. Bartz will also decide whether a particular pre-print will be shelved in DOCUSR at Y 1.1/… rather than in standard DOCLUS area.

  2. The MARCIVE Coordinator then searches for each serial set pre-print title by keyword in the Modify Title button in Workflows.

  3. When the title is found, match the SIRSI record by call # and title with the item in hand.

 

  1. If the item will be shelved in the DOCUSR section, change the Type, Home Location and Current Location to DOCUSR, and add the correct SuDoc call# stem, congress and session.  Then continue to step #7.

 

  1. If the item will be shelved in the DOCLUS area, continue below.

 

  1. When there is a match, click on Modify Title, go to the “All Volumes” Folder and:

A.     Change the Type, Home Location and Current Location to DOCLUS

B.     Copy the first 7 digits of the generic barcode

C.    Insert the XX( .1) in the call # field

D.    Paste the seven digits in between the first parenthesis and the “.1”

E.     Change the Class Scheme from “SUDOC” to “SHLV-BY-TI”

F.     Click "OK" to save changes.

 

  1. Go to the MARC Holdings Folder and

A.     Click “Add Holdings”

B.     Choose “Alexander”

C.    Insert the appropriate Macro into the 852 field for the title that is being processed (Senate Reports, House Documents, etc.)

D.    Then insert the report or document number within the Macro once it has been entered into the 852 field.

E.     Click “OK” to save changes

F.     Click “Review” and review that the MARC holdings and detailed items are correct.

 

  1. Pre-prints should not be barcoded since they will be eventually discarded when the bound volumes arrive (thru 106th Congress)  or collected and bound together (107th Congress +).

  2. Put the completed serial set preprints in the receiving slings

 

 

 

B.  Receiving Instructions for the SerialSet pre-prints:

 

1.      Using the Bib/Holdings Reference Guide [see below], Receivers will check in the serial set preprints into the control records residing on the shadowed brief records.

2.      Receivers should only create one new expected at a time.

3.      Receivers should not barcode the serial set pre-prints since they will eventually be discarded or collected and bound together.

4.      The control records & MARC holdings have been created and are being maintained to keep track of what issues need to be pulled when the bound vols. are received & what needs to be bound when we will begin the binding project.

5.      It is not necessary for the MARC holdings to compress since they are shadowed from the public’s view.

 

C.  Receiving Instructions for the Serial Set Bound Volumes:

1.      The Bound Serial set volumes come both depository and non-depository.  See the summary of holdings at the bottom of this document for details.

 

2.      MARCIVE co-coordinator opens boxes of the non-depository Serial Set bound volumes from mail and stamps the inside back cover with the appropriate red serial set stamp.

 

q       The GovDoc assistant opens and processes the Serial Set bound volumes that come through the depository program according to established standards.

3.      MARCIVE Coordinator stamps the first page of the first doc or report w/the ALEX GovDocs Received date stamp.

4.      Bound volumes are placed in the slings for the receiving staff

5.      Receivers should barcode the bound volumes.

 

D.    Processing from the MON-NEW/CNG Monthly Lists

 

 

  1. Search by title keyword within the Maintain Existing Titles button on Sirsi Workflows.

  2. Match each title in hand with its record in Workflows by call # and title.

  3. When you have a match, click on Modify Title, go to the “All Volumes” Folder and:
    1. Change the Type, Home Location and Current Location to DOCLUS
    2. Copy the first 7 digits of the generic barcode
    3. Insert the XX( .1) in the call # field
    4. Paste the seven digits in between the first parenthesis and the “.1”
    5. Change the Class Scheme from “SUDOC” to “SHLV-BY-TI”
    6. Click "OK" to save changes.

 

  1. Go to the MARC Holdings Folder and
    1. Click “Add Holdings”
    2. Choose “Alexander”
    3. Insert the appropriate Macro into the 852 field for the title that is being processed (Senate Reports, House Documents, etc.)
    4. Insert the report or document number within the Macro once it has been entered into the 852 field.
    5. Click “OK” to save  changes

 

  1. Go to the Control tab and
    1. Change the "Date Cataloged" date from NEVER to TODAY.
    2. Click OK to save your changes
    3. Click “Review” and review that the MARC holdings and detailed items, and Control folder are correct.

  2. Put the items on the doc reshelving cart.

 

 

    1. Binding the Serial Set Pre-Prints for the 107th Congress Onwards

 

 

[add instructions here)

 

 

 

 

 

Bib/Control/Holdings Reference Guide

 

Serial Set Titles

Title

Brief Checkin Record TC #

Current Control

Bound Control

SuDoc Stem

DOCLUS Location

House Documents

a1719889

HOUS DOC

HOUS DOC,BD

Y 1.1/7:

STACK 32

House Reports

a1716587

HOUS REP

HOUS REP,BD

Y 1.1/8

STACK 32 & 98

Senate Documents

a1762574

SENA DOC

SENA DOC,BD

Y 1.1/3:

STACK 34

Senate Reports

a1721159

SENA REP

SENA REP,BD

Y 1.1/5: 

STACK 35

Senate Treaty Documents

a1716638

SENA TRE DOC

SENA TRE DOC,BD

Y 1.1/4:

STACK 34

Senate Executive Reports

a1721160

SENA EXE REP

SENA EXE REP,BD

Y 1.1/6:

STACK 34

 

 

Macro Guide for Processing Serial Set Preprints

 

MARC holdings entered into the 852 location tag

House Documents

|cDOCLUS|hHouse Document 108-|zIndividual documents are eventually collected and bound at same location

House

Reports

|cDOCLUS|hHouse Report 108-|zIndividual reports are eventually collected and bound at same location

Senate Documents

|cDOCLUS|hSenate Document 108-|zIndividual documents are eventually collected and bound at same location

Senate

Reports

|cDOCLUS|hSenate Report 108-|zIndividual reports are eventually collected and bound at same location

Senate Treaty Documents

|cDOCLUS|hSenate Treaty Document 108-|zIndividual documents are eventually collected and bound at same location

Senate Executive Reports

|cDOCLUS|hSenate Executive Report 108-|zIndividual reports are eventually collected and bound at same location

 

 

 Summary of Holdings Information at ALEX:

 

·        Prior to August 2002, the Serial Set pre-prints are listed by Congress and Session in the Docs Card Catalog.  After this we started receiving records from MARCIVE.

·        We receive an analytic TMP (brief) for every Serial Set title that is received from the GPO.  These records are eventually overlain by fully cataloged MARCIVE monographic records.

·        There are six brief shadowed serial records in IRIS – each type of preprint has its own brief record for receiving and holdings purposes.

·        There is a fully cataloged master IRIS record for the US Congressional Serial Set (informally known as the ‘Sheep Set’) – This serial record provides access to the online version and refers to an online finding aid for paper, fiche and microprint holdings.

·        We are receiving the bound Serial Set through the 104th Congress through the depository program.  We’ve paid for subscriptions to volumes for both the 105th and 106th Congresses (non-depository). We should begin binding our pre-prints with the 107th Congress. The preprints for all Congresses before the 107th should remain on the shelves until the bound volumes arrive.

AR/PC 3/1/05;  rev. 8/13/07 pc