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Statistics

  • Acquisitions Department staff maintains statistics for all documents received and withdrawn.
  • Statistics are kept on the G drive at G:\GovInfo\Statistics/Documents 2013-14.xls
  • Documents Librarian collect data annually in August.

Depository Items

A.  Verify Shipment 

  • Arrival of shipment---Acquisitions and Discovery staff unpacks shipments, making sure the D.H. Hill Libraries Depository number 0438 is on the box.  Check the documents of the shipping list and make sure we have received everything we requested.  If the documents match the shipping list, place a checkmark beside the item listed on the shipping list.  This is a  confirmation of the receipt of an item.
  • Stamp each item with depository stamp on the bottom of the cover page.   Write in the shipping list number under the shipping list date.
  • For documents not received, check item number on shipping list against the non-selected list (listed below).  Place an X on the shipping list if it is non-selected. 
  • Shipping lists are retained for 2 years in department.  Shipping lists are also available online at the following online location, http://www.fdlp.gov/34-collection-tools/121-shipping-lists  The federal depository website also lists selection and non-selection lists by individual libraries at https://selections.fdlp.gov/OA_HTML/gpolibItemLister.jsp   Access to this list is with North Carolina State University Libraries’ library number, 0428.
  • Shipments are monitored by their sequence numbers.  If we are missing a whole box, contents should be claimed within the 60 day limit.  Claims are completed at the Federal Depository Library Program (FDLP) website: http://www.fdlp.gov/collection-tools/claims

B.  Determine Treatment of Documents 

  • When documents are received, the Acquisition and Discovery staff check the items received against the libraries’ “Disposition Guidelines for Gov. Doc. Print Receipts” located at: G:\GovInfo\PrintReceipts\Disposition Guidelines.   This list tells us how to treat the materials that have been received.
    Non-depository guidelines are located at: G:\GovInfo\Non-Depository Docs retention guidelines.
  • If documents are not on the library’s list, send items to the Document’s Librarian for review.  The Documents Librarian assigns a location as well as retention information
  • CD-Roms, DVD-Roms, and Videos are not reviewed as these are all retained in the Reference Department at DH Hill.
  • After items are reviewed, processing continues according to the material types listed below.

C.  Material Types

1.  Monographs

  • GPO records are retrieved from OCLC or another accessible library.  After the bibliographic record is loaded into Sirsi, LC call numbers are assigned, barcodes are attached to the item, and then the item is sent to shelf prep for labels to be added.  A few titles are retained in the bookBot with Sudoc numbers.  These items are added to the Government Document dedicated bins.  These items are hand labeled and by-pass the shelf preparation work.

2.  Maps/Microfiche

  • Maps are no longer retained by the Libraries.  When any maps arrive, notify the Data Services Librarian for further instructions. Maps that are not on our profile may be tossed.  These do not need to be offered to other libraries. 
  •  CIA maps and atlases are sent to the Data Services Librarian.
  • Microfiche are no longer received by the Libraries.  If any arrive, send to the Government Document’s dedicated bins in the bookBot.

3.  CD/DVD-roms/Videos

  • Acquisition and Discovery staff checks these against the shipping list and stamps with the depository stamp, with the addition of the shipping list number. 
  • Serials are checked in and items are barcoded and the Sudoc number is written on the cover.
  • Monographs have records downloaded from OCLC and added to Sirsi.  After these are cataloged, the Sudoc number is written on the cover. 
  • All CD/DVD-Roms and Videos are sent to the BookBot, where they are stored.

4.  Serials---New Titles

  • The Document’s librarian reviews these for retention, location, and length of time to be retained.  After the review, bibliographic records are downloaded into Sirsi.  As with monographs, GPO records are the most current records.  GPO records are identified by the GPO code in the 040 MARC record field.  After the record is downloaded, the item is barcoded.  MARC holdings are no longer created.  Retention information is added to the Serial Control or Purchase order note fields. 

5.  Irregular Serials and Annuals---New Issues of Currently Received Titles

  • Serials processing is similar to periodical processing.  A new record is added to Sirsi and a Serial Control is added if there are retention and location notes of note. Next, the Acquisition staff continues with the cataloging process.

6.  Periodicals---New Issues of Currently Received Titles

  • New serial records are imported from OCLC into Sirsi. Then the record is cataloged.
  • Serial Controls are created and items are checked in.
  • Purchase orders are not created for any title that is checked-in on serials control because the control is the record of receipt.

D.  Retention and Shelf Prep

  • All monographs and annuals are sent to Preservation for labeling or any final shelf prep work.
  • The items are distributed: circulating materials go to the stacks, reference items to RISD.  We no longer receive transmittals.
  • Census publications should always be bound upon receipt.

E.  Supersedes

  • There are some Federal Government publications that are not kept by the Depository library and can be withdrawn and discarded.  They are either superseded or revised by a newer edition, or the information is cumulated in a different publication.  The Documents Librarian decides which items will be superseded and relays the information to the Acquisition staff.  Superseded notes will then be added to the Serial Control notes.

F.  Withdrawals

  • When the Acquisitions staff pulls older depository materials from the shelf, in accordance with retention notes in the catalog, the cataloging record is updated to reflect corrected holdings and items.  Currently the items in the bookBot are not updated or withdrawn.  When materials need to be withdrawn from the LC collection, the Preservation department is notified and a student pulls the item.  These are then sent to the Acquisitions and Discovery staff for withdrawal.
  • Withdrawn items are counted for statistics reports.  The withdrawn items are offered to other libraries as per depository rules.

G.  Claims

  • If a title is listed on the shipping list but not in the box, the Acquisition’s staff will immediately claim using the online form.  Claims are often not met if there is a delay, and the will not be honored at all after 60 days.  Online form:  http://www.fdlp.gov/collection-tools/claims
  • If entire boxes are missing, as noted from gaps in the sequential shipping list numbers, the Acquisition’s staff will claim the contents ASAP,  within the 60 day limit.
  • If the item cannot be supplied through the claiming process, the Acquisition staff will give to the Document’s Librarian for further pursuit.

H.  Corrections/errata

  • The Acquisitions staff monitors doctech-L and govdoc-L Listservs for information regarding errata and printing errors.
  • If an item is posted as defective, the item will be pulled and correct the items, no matter where it is shelved.
  • If an item is posted as needing to be destroyed or returned to the GPO, the Acquisition’s staff will pull the item, withdraw it from the catalog, and send to the Documents’ Librarian.
  • If a replacement is needed, the Acquisition’s staff will attempt to receive one from the GPO.  Because older items are generally not available from the GPO, the bad copy will be sent to the Document’s Librarian for other replacement efforts.

I.  Freebies and Duplicates

  • Freebies arrive through the loose mail.  They may or may not be duplicates.  They are reviewed by the Documents’ Librarian, who treats them as gifts.  They are flagged to indicate retention, location and treatment.
  • Exception: Gifts that arrive as part of a series/ serial set that we have received before are added to the collection without review, unless the item is a duplicate.
  • Duplicates arrive through the depository and through loose mail.  The second copy may be in the same or different format as the first copy received.
  • In cases where we received a depository item in two different formats, we are only obligated to retain one copy.
  • Duplicates are reviewed by the Documents Librarian before adding them to the collection.  If the second copy is to be retained, the Document’s Librarian will note specific retention information.  If she/he does not want to add the second copy to the collection, the Documents Librarian will take the piece and offer it on the listserv.

Non-depository Items

  • Processing for non-depository items first requires review by the Documents Librarian.  These items are not received in regular shipments.  They come as loose mail or are sent to the Documents Librarian.
  • When the Documents Librarian wants to add an item that she receives directly, she sends it to the Acquisition Staff with a note to add the piece.
  • Any non-Depository items that come directly to Acquisitions are reviewed by the Acquisition staff according to the guidelines and exceptions located at: G:\GovInfo\Non-dep_ docs  retention_ guidelines and G:\Govinfo\Non-dep_docs_exceptions.  After the initial review, the remaining items are sent to the Documents Librarian to be reviewed.
  • The Documents Librarian, upon reviewing the item, will determine the proper location and classification system.  Most items receive LC Classification, with only a few receiving Sudoc classification.  The bookBot is the only location for the Sudoc Classification.
  • As with depository items, the Acquisition staff imports a record from an outside source, such as OCLC, creates a classifications number, adds a barcode, and sends the item to Shelf-prep for shelf preparation.