U.S. Congressional Serial Set:

Pulling and Binding Procedures

 

 

1.                  The six individual pre-print titles (House Documents, House Reports, Senate Documents, Senate Reports, Senate Executive Reports, and Senate Treaty Documents) that comprise the Serial Set are being bound by RUL starting with the 107th Congress, 1st Session 2001.

2.                  We are following the same binding pattern that GPO uses.

3.                  ‘Schedule’ sheets (indicating what pre-prints within each title get bound together as a distinct Serial No.), title pages, and table of contents pages for each legislative session are received in a depository packet.

4.                  The packet should be checked in on the shadowed serial record entitled Schedule of Serial Set Volumes.

5.                  The arrival of the packet authorizes pulling and binding to commence.

6.                  When it is time for pulling the material, the coordinator sends an email to S. Bartz and M. Fetzer (cc: Alex DTS staff) informing them that pulling and binding has begun.

7.                  The coordinator will create and place public notices in each of the six Serial Set title areas upstairs, indicating which Congress and session is being removed for binding and when the material is expected to be returned.

8.                  The coordinator should make multiple copies of the schedule sheets and give them to all staff/students assisting in the project. 

9.                  Using the schedule sheets, a document assistant will pull the material for the particular session of Congress, add title pages/contents pages to the pre-prints, and wrap the complete Serial No. with a rubber band.  The DOCLUS material should be kept separate from the DOCUSR or DOCUSRDESK material.

10.              If a Serial No. is complete, then the material will be given to the bindery staff, where it will be barcoded, checked in on the proper brief, shadowed serial record [item line format is “XX(1234567.1) NO. 14763”. – per SB/MF 4/10/05], and then sent to be bound.  (It is not necessary for these items to be ‘charged’ to the bindery.)

11.              The coordinator should also give the bindery staff a xerox of the ‘spine’ from any one of the previous Congress/Session bound volumes. Also mention to the bindery staff that the individual document/report numbers should be written as follows:  House Report No. 237, and House Reports  Nos. 238-241

12.              If a Serial No. is missing an issue(s), the document assistant should note this  on the schedule/cover sheet and set it aside for further investigation and searching at other locations, including DOCUSR Y 1.1/,  DOCUSRDESK Y 1.1/,  and DOCUS Y 1.1/.  If item again not found, consult with S. Bartz for further searching possibilities. If item still missing, then two options remain: (1) print out a copy from the online access site and bind it, or (2) order a replacement copy.  S. Bartz will make this decision.  [As a rule, we will not bind a Serial No. which is incomplete (there are some deliberate exceptions – i.e. Economic Report of the President – which are located mainly in DOCUSR and DOCUSRDESK)] 

13.              When material is given to the bindery staff, the coordinator will send out an email to Alex DTS staff (cc: S. Bartz and M. Fetzer), thanking the specific staff/students who helped in the pulling, searching, online printing (if needed), and IRIS processing of the material.

14.              When material returns from the bindery and is ready to be brought up to the stacks, the coordinator should remove the public notices from the six areas, and send an email to S. Bartz and M. Fetzer (cc: Alex DTS staff) informing them that the bound volumes are back on the shelves.

 

Notes:

 

  1. If an item is found in the DOCUSR/DOCUSRDESK section, and the schedule sheet indicates that the item is meant to be bound alone, then the item will be bound and returned to the DOCUSR/DOCUSRDESK area. 
  2. If an item is found in the DOCUSR/DOCUSRDESK section, and the schedule sheet indicates that the item is meant to be bound with one of more items from the DOCLUS area, then consult with S. Bartz. One option is to print out a copy from the online access, bind the copy in DOCLUS, and keep the original DOCUSR/DOCUSRDESK item where it now resides. Another option is to bind the Serial No. as if it was complete, and insert a sheet in the bound volume noting where the DOCUSR/DOCUSRDESK copy is shelved. 
  3. Copies printed from the GPO online access site should be double-sided, just like the pre-prints.
  4. If the GPO Access online site happens to be down, contact S. Bartz. She will call GPO directly to inform them of this problem.  

 

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PC 4/18/05, 5/9/05, 9/7/07, 11/8/07