RECEIPT and PROCESSING OF REGULAR U.S. DEPOSITORY SHIPMENTS

• Receiving and opening boxes (ALEX)
• Annotating shipping lists (ALEX)
• Labelling and processing materials (ALEX)
• Paper, including Maps (ALEX)
• Microfiche (ALEX)
• CD-ROMs and other electronic media (ALEX)
• Distribution of Materials (ALEX)
• Receiving and processing shipments (LSM)
• Annotating shipping lists and labelling materials - Paper (LSM)
• Annotating shipping lists and labelling materials - Microfiche (LSM)
• Annotating shipping lists and labelling materials - Electronic (LSM)
• Annotating shipping lists and labelling materials - Maps (LSM)
• Distribution of Materials (LSM)
• Shipping List distribution (LSM)
• Shipping List Retention (ALEX & LSM)

NOTE: See separate claims procedures for non-receipt of items selected.

Receiving and Opening Boxes (ALEX)

• Check the address label on each box/package to  make sure that it belongs to Alexander Library, Depository #0364.  If the package is addressed to another library, forward it to that library.
• Stamp each envelope, package or box with the depository date stamp, and place at the designated location in the depository work area.
• Process regular depository shipments in order by date received, using the date stamped on the box/package.  [For Separate shipments, see instructions for "Receipt and Processing of U.S. Depository Separate Shipments."]
• Open boxes from the bottom and doublecheck that the depository library number written there is 0364.  If the number is different, the shipment belongs to another depository.  Consult the Federal Depository Library Directory to determine the correct mailing address for the depository in question, reseal the box, and forward it to that library.

Annotating Shipping Lists (ALEX)

• As each shipment is opened, stamp the enclosed shipping list(s) in the upper right corner with the depository date stamp.  The stamp should include the shipping list number and the date the box is being processed.  Be sure that the information on the stamp is legible on each shipping list.  [For Separate shipping lists, see instructions for "Receipt and Processing of U.S. Depository Separate Shipments."]
• Annotate both the paper and electronic “Master List” (T:\Common\CSS\GOVDOC\Master List.mdb) to indicate the processing date for each shipping list. (NOTE: The date stamped on the shipping list and the date entered into the "Master List" should match.) [See the "U.S. Depository Claiming Procedures" for instructions regarding missing shipping lists.]
• Inventory the material in the shipment against each shipping list enclosed using the information from the GOVDOCS database (T:\Common\CSS\GOVDOC\Govdocs.mdb) to determine the correct location and collection.
• For all items actually received:
• Annotate the shipping list with an A to the left of the item # for Alex, or an L to the right of the item # for LSM.  If there is any question about the correct location for an item (e.g. no location is listed in the database, or an item number is SPLIT) consult the depository librarian.
• Sort Alex materials into categories using the Collections field of the GOVDOCS database:
• IRIS - serials that are mainstreamed into the check-in workflow
• IRIS PER - periodicals that are mainstreamed into the check-in workflow
• TRANS - transmittals that require special filing instructions
• If the Collections field is blank:
• serials for Doc Card Catalog check-in
• monographs, series, and any other items for which catalog cards must be typed
• Refer duplicate materials to the depository Librarian for disposition (e.g. added copy, discard, or retention for future offers list).
• GPO occasionally includes administrative materials, such as job postings and depository password information, in their regular shipments without listing them on a shipping list.  Date stamp these materials and route to the depository librarian.
• For all items not received, annotate the shipping list as follows using the information from the GOVDOCS database:
• Note DS for Deselected and NS for Not Selected next to items that fall into each of these categories.
• Circle any items that are selected, but that are missing from the shipment, and place a dot to the left of the item number for materials that belong at ALEX,  and a dot to the right of the item number for materials that belong at LSM.
• Mark "Raincheck" next to those items for which rainchecks are received.  File rainchecks in the claims folder that corresponds to the item format (P, M, S, or E).
• Mark "Short" next to those items that are listed as "Short - No rainchecks will be issued."
• Initial the shipping list next to the printed shipping list number.
• Count the number of items marked A, L, NS, DS, Raincheck, Short, and circled for claiming. (Every item on a shipping list MUST have an annotation.) The total should correspond to the the "Number of Titles" noted at the bottom of each list.  If the numbers do not correspond, review the list for omissions and add annotations as appropriate.  If the numbers do correspond, make a check mark next to the shipping list number to indicate that all shipping list work has been completed.
• Place all LSM material back into the original box/package.

Labelling and Processing Materials (ALEX)

Labelling and Processing Materials - Paper, including Maps (ALEX)

• Stamp each publication with the depository date stamp. Use the date processed.  Stamp on the front cover if possible; do not stamp over printed information.  If the cover has no blank area or is glossy , stamp the title page.  Stamp maps in a blank area near the lower right corner.
• Remove all shrink wrap and other packing material and place loose material in binders or folders.
• Mark location information and SuDocs numbers (taken from the shipping list unless otherwise noted in the GOVDOCS database) on each piece for each item as follows:
• Paper materials excluding maps:
• Materials that will be shelved by SuDocs number - Write the library code and sublocation, followed by the SuDocs number, in the upper left corner of the cover.  If necessary, write the number on a small white label and place the label in the upper left corner of the cover.  Fill out a processing slip for any material that cannot be labelled by hand.
• Materials that will not be shelved by SuDocs number - Write the SuDocs numbers for all IRIS PER and VF items in the gutter of the first page.  Write the SuDocs numbers for all other items (e.g. DOCLUS,  DOCLAW, items being cataloged to Reference) on the verso of the title page.  Write the library code and sublocation in the upper left corner of the cover.  Fill out a processing slip for any material that cannot be labelled by hand.
• Maps:
• For large maps, write the SuDocs number in the lower right corner, using the sublocation "Oversized Docs." (i.e. ALEX Oversized Docs US...)
• For small CIA maps, write ALEX DOC VF in the upper right corner.  Write the SuDocs number along the lower right edge.
• For all other small maps, write the library code, sublocation, and SuDocs number in the upper left corner.
• Tattletape any publication that will not otherwise get tattletaped in the course of processing (i.e. any materials that do not get sent for labelling or for SIRSI check-in), unless the publication is a brochure, pamphlet, map, or is fewer than 10 pages long.
• Stamp "Does not Circulate" on any material designated as non-circulating.

Labelling and Processing Materials - Microfiche (ALEX)

• Stamp the front of each microfiche envelope with the depository date stamp. Use the date processed.
• Do not label microfiche unless the SuDocs number is not already printed on the fiche.  If there is no printed SuDocs number, write the SuDocs number on the upper left corner of each fiche header.  If there is no space on the fiche header, write the SuDocs number on the upper left corner of the front of the microfiche envelope.

Labelling and Processing Materials - CD-ROMs and other Electronic Media (ALEX)

• CD-ROMs and DVDs:
• Stamp the front or back of the booklet in the front of each jewel case with the depository date stamp that includes the shipping list number and date.  Use the date processed.  If there is no booklet to stamp, stamp a plain white permanent sticker and place the sticker on the back of the jewel case.
• Write the shipping list number and date on the front of each disk using a permanent black fine point marker.
• Write the SuDocs number on the front of each disk using a permanent black fine point marker.
• Write "Does Not Circulate" on the front of each disk using a permanent black fine point marker.
• Fill out a processing slip for each of these so that the jewel cases can be labelled and tattletaped.
• Floppy Disks:
• Stamp the disk label with the depository date stamp that includes the shipping list number and date.  Use the date processed.  If there is no space for the stamp, write the shipping list number and date on the disk label.
• Write the SuDocs number on the label of each disk.
• Write "Does Not Circulate" on the label of each disk.
• Place each floppy disk in a jewel case.
• Fill out a processing slip for each of these so that the jewel cases can be labelled.  Jewel cases for floppy disks DO NOT get tattletaped.

Distribution of Materials (ALEX)

• Once labelling of Alexander materials is complete:
• Send IRIS and IRIS PER items for SIRSI check-in;
• Place transmittals on the filing truck for interfiling;
• Place uncataloged serials on the truck to be taken upstairs for Docs Card Catalog check-in;
• Place remaining materials in typing area for new catalog cards to be typed.  (Cards and materials are reviewed for errors and special location needs (e.g. DOCREF, New Books Shelf, etc.), before cards are filed and materials are shelved.)
• Once the SuDocs numbers for all Alexander materials have been copied from the shipping list, place the original shipping lists in the box/package with the materials for LSM.
• Send the repacked shipments to LSM at the following address:

ATTN: Bob Hosh
Government Publications
U.S. Depository
LSM – Busch

Receiving and Processing Shipments (LSM)

Annotating Shipping Lists and Labelling Materials: Paper

• Shipping lists have already been marked for ALEX/LSM split, claims, shorts, and rainchecks.  Titles for LSM are indicated with an ‘L’ on the right hand side of the item number on the list.
• Find the title of the publication on the shipping list.  Check off the item on the shipping list to indicate its receipt. The total number of items received should match the total number of checks on the list for LSM.
• Consult the list of serials not retained in the SuDocs collection.  SuDocs numbers are written on the verso of the title page of these titles.  For all others, write the class number in the upper left-hand corner of the publication with a fine tip felt point black pen.
• If the cover is dark or glossy, affix a white Avery label lengthwise to the publication in the upper left-hand corner and add the class number.  If the volume can not be labeled by hand, fill out a labeling slip and insert it into the volume.
• The class number should be prefaced with the library location LSM and the letters US and then separated into three or more lines.  For example:
 
LSM
US
TD 4
.308
:F 11/978/
ch.5
 
• Watch for accompanying diskettes or discs, or maps and charts, which are in pockets at the back of the publication or loose sheets -- each piece, must be labeled and stamped.  In most cases the SuDocs class number must be expanded to give an individual cutter to each sheet or map or disc, etc.
• Use binders for loose-leaf pages, which have holes punched and are not stapled together.  These may be shrink-wrapped.  Be sure that all packing material has been removed and titles have been collated if necessary for use.  Transfer shipping list numbers to the volume if this information is lost with removal of the shrink-wrap.
• After all items have been identified and labeled with their class number:
• Stamp each publication with the depository date stamp. Use the date processed.  Stamp on the front cover if possible; do not stamp over printed information.  If the cover has no blank area or is glossy , stamp the title page.
• Stamp the shipping list with the depository date stamp, and initial the shipping list.
• Place the shipping list with the group of publications it lists and put on a rubber band.  Leave the shipment on the receipt table for review.

Annotating Shipping Lists and Labelling Materials: Microfiche

• Shipping lists have already been marked for ALEX/LSM split, claims, shorts, and rainchecks.  Items for LSM are indicated with a check mark on the right hand side of the list.  The total number of items received should match the total number of checks on the list for LSM.
• Compare the class numbers on the fiche headers with those on the shipping lists.If the headers do not include class numbers, write the class number on the envelopes.  Remove shrink wrappers and transpose shipping list numbers if necessary.
• Check off the item on the shipping list to indicate its receipt.
• Count the number of sheets of fiche (not envelopes).  The number of sheets per envelope is indicated at the top right hand corner of the shipping list.  Add the total number of sheets per shipping list and note the total at the top of the shipping list.
• Stamp each envelope with the depository date stamp.  Use the date processed.  Write the shipping list number on the lower right hand corner of the envelope.
• Stamp the shipping list with the depository date stamp.  Initial the shipping list.  Put a rubber band around each group of fiche and insert inside the centerfold of the shipping list.   Leave on the receipt table for review.

Annotating Shipping Lists and labelling materials: Electronic

• Shipping lists have already been marked for ALEX/LSM split, claims, shorts, and rainchecks.  Titles for LSM are indicated with an ‘L’ on the right hand side of the item number on the list.  The total number of items received should match the total number of checks on the list for LSM.
• Find the title of the publication on the shipping list.  Check off the item on the shipping list to indicate its receipt.
• Materials distributed on electronic lists may be either floppy diskettes or CD/DVD-ROM discs.
• Floppy diskettes are labeled with their SuDoc class numbers on the diskette label and the envelope.  The envelope is property stamped with the depository date stamp.  Use the date processed.
• CD/DVD-ROM discs are labeled with their SuDoc class numbers using a black felt tip pen on the disc itself.  All CDs are put in jewel cases if they do not already have one.  Broken cases are replaced if need be.  The class number is put on the case in the front upper left-hand corner using an Avery label.  Any booklet is also labeled and property stamped.  The case is property stamped (using a label on the back) and tattletaped, making sure that the tattletape is concealed.
• Stamp the shipping list with the depository date stamp, and initial the shipping list.   Use the date processed.
• Place the shipping list with the group of publications it lists and put on a rubber band.  Leave on the receipt table for review.

Annotating Shipping Lists and Labelling Materials : Maps

• See separate procedures.

Distribution of Materials (LSM)

• The shipping lists and labels are checked for accuracy as the titles are sorted for processing.   The shipping list is recorded on the shipping list receipt list.   Serials and all periodicals are placed on the "kardex" processing shelves.  Monographs that are general publications are marked for typing and placed directly on the typing shelves; all other monographs including numbered series, transmittals or change pages are placed on the “card catalog” shelves.

Shipping List Distribution (LSM)

• Copy all shipping lists and distribute as follows:

Copy – Mary Fetzer
Copy – LSM Government Publications
Original – Alex Collection Services ATTN: Diane Walker
(NOTE: Originals of lists that include items needing to be claimed are not returned to Alex until the claim has been sent)

Shipping List Retention (ALEX & LSM)

• ALEX - Divide original shipping lists into type of list (i.e. P, M, E, S) and file in appropriate folder in reverse numerical order, most recent in front.  Retain all shipping lists for 2 years (i.e. keep current year, plus two full years).
• LSM - Divide copies of shipping lists into type of list (i.e. P, M, E, S, and 2000-S).  Statistics for microfiche are recorded from the shipping list total count.  The lists are filed in the appropriate folder in numerical order.  Retain all shipping lists for 1 year (i.e. keep current year, plus one full year).

Draft 3/13/00, revised 5/4/00, 6/15/00 - sb/re/ec