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North Carolina Documents Processing Procedures

Background

  • Prior to mid-1997, North Carolina documents processed in Cataloging were mostly handled by Library Assistant catalogers, following a procedure similar to that for DLC/CIP. Cataloging records input by the State Library (OCLC symbol NCS) were accepted as being just as "authoritative" as DLC full level cataloging, thus requiring little or no review/editing. Also accepted were the NC DOC Classification numbers assigned by the State Library since all NC documents were housed in a designated area in the stacks.
  • In 1998, a library task force evaluated the depository agreement and the cost-effectiveness of the way these materials were being handled through RISD, Acquisitions and Cataloging. The task force decided that the best means for providing access and service to this collection would be to integrate NC DOC titles into the general collection and organize them by the LC classification system. This policy was implemented in the fall of 1998.
  • In order to ensure a balanced workload and a smooth workflow, Cataloging moved all new NC doc titles into the regular stream, following normal cataloging policies and procedures for current receipts. An EPA temp was hired to complete the cataloging of NC doc titles placed on the review shelf by SPA catalogers and to work on a reclass project for titles already in the collection.

Contacts

  • The library is a Selective Depository for North Carolina State Documents.  A profile of the Library’s selection is put together and reviewed by the Documents coordinator in RISD and Collection Managers.  Depository profile for North Carolina State University location, http://statelibrary.ncdcr.gov/ghl/services/profiles/profilencsu.html
  • Contact person for North Carolina Documents is Denise Jones, State Publications Clearinghouse Liaison Denise.Jones@ncdcr.gov
  • Handbook for Depository Libraries, statelibrary.ncdcr.gov/ghl/handouts/depositorylibraryhandbook.pdf

Statistics

  • Acquisitions Department staff maintains statistics for all documents received and withdrawn.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

Processing Procedure

Content of Box: Verify Shipment and Determine Treatment of Documents

  • A shipping list with documents listed by: NC call number, title, and OCLC number is included in the box.  Brochures and announcements from State Agencies are also included in the box, but not listed on the shipping list.
  • Stamp all documents with NCDOC depository stamp using the date on the shipping list.
  • Check off titles against library item selection list located at, http://statelibrary.ncdcr.gov/ghl/services/profiles/profilencsu.html
  • Titles not on the item selection list are new titles that are processed according to material type.
  • New titles: Send to Documents coordinator in RISD for review; include review flag and copy of shipping list.
  • Ephemerals are tossed.

Processing New Titles

  • Documents reviewed by Collection Managers will be sent back with instructions regarding location and retention time period.  Accept descriptive information as transcribed by the State Library as long as it is accurate. Titles with several subtitles are not considered new when one of the sub titles is already on our profile.  For example: Animal statistics: Hogs is already on our profile.  Animal statistics: Beef, and Animal statistics: Hogs, will not be considered new titles. Document cataloging tends to be more detailed than regular cataloging; therefore, some records might appear to contain extraneous information such as funding agency, project sponsors, etc. Do not edit out such information. Use a 536 (Funding Information Note) to identify this information in the record, relabeling as needed from 500. Contract number should be tagged in |b and grant number in |c if deemed appropriate. Transcribe other series-like numbers as quoted notes and trace them in an 088 field if the alpha-numeric portion represents the initialism or acronym of the issuing agency.

Materials Types
1.      Monographs

  • Search OCLC Connexion for the OCLC number (on the shipping list).  After the bibliographic record is loaded into Sirsi, LC call numbers are assigned and barcodes are attached to the items.  These are then sent to shelf prep for labels to be added.  Disregard the NCDOC numbers on the shipping list.
  • Purchase orders and invoices are not created for NC Documents.

2.      Serials/Periodicals---New titles

  • Search OCLC Connexion for the OCLC number (on the shipping list).  Load the bibliographic record into Sirsi and assign an LC call number.  
  • Create new Serial Control per instructions located at: https://staff.lib.ncsu.edu/confluence/display/AQD/Create+Serial+Control+Record
  • NC Serial Control variations: Category 1: NCDOC; Extended Information Note: Add NC note with retention, location information. 
  • Retention policies for NC Docs: Either permanent or 5 years only (determined by the Collection Manager).
  • If location is Current Periodical Shelving, add yellow label with call number and place in periodical bin to go to D.H. Hill Library.  If retention is 5 years, add white label and send to Preservation.  These will be stored in the stacks in bins and will be withdrawn in 5 years.  When the retention time period is at end, the Acquisition’s staff member will notify Preservation to pull the items.  These are then discarded.

3.       Serials/Periodicals---Existing titles

  • Currently received titles are added to the collection according to retention information in the Serial Control notes.
  • Periodicals are checked-in on the Serial Control Module.
  • Materials, such as annuals, are added to the Cataloging Module’s item record with barcode attached.  These are sent to shelf-prep for labels to be added.

4.      Microfiche/CD’s/DVD’s/Maps

  • Microfiche are no longer part of NC State’s profile.  Therefore, we should not be receiving any.  If any are accidentally received, send them to collection managers to be reviewed.
  • CD/DVD’s are not presently received.  If any are received, process the same as other documents.
  • Maps are not part of the collection profile.  If any are received, send to the Document’s map librarian for review and then process as instructed.

5.      Pamphlets and Ephemerals

  • Pamphlets are reviewed by the Collection Manager.  If any of these are retained, they will be barcoded and sent to Preservation for binding.
  • Ephemerals (usually dated brochures, announcements and notices) are tossed.

Returning Documents

  • New titles not selected by Collection Managers.
  • E-mail State Library, Denise Jones Denise.Jones@ncdcr.gov
  • List items to be returned.
  • If they want the documents back, return to North Carolina State Clearing House
  • If they do not want the documents, send it to RISD to be put on a needs and offers list.